Administrative Assistant

HILGARTWILSON, LLC; Charlotte (NC); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Medical, dental, vision coverage

401(k) with company match

Paid time off and parental leave

Disability insurance

Job summary

Colliers Engineering & Design is seeking an Administrative Assistant in Charlotte, NC to provide intermediate office and administrative support. Duties include scanning, filing, mail handling, and preparation of letters and memos.

You will coordinate meetings, manage calendars, and assist with HR tasks and database maintenance. The role requires strong organizational skills, 0-3 years of office experience, and proficiency with Microsoft Office.

Qualifications

• Associates/ Vocational or related training completed.
• 0-3+ years of related office experience noted in the posting.
• Notary public preferred.
• Strong organizational skills with the ability to prioritize and multi-task.
• Proficient in Microsoft Office Suite/O365.
• Ability to problem-solve and maintain confidentiality.
• Ability to support remote management.

Responsibilities

• Perform scanning and filing duties.
• Prepare and distribute letters, memos and reports.
• Manage calendars and coordinate meetings and events.
• Process mail and courier activities; coordinate deliveries.
• Support HR tasks such as workspace setup for new hires.
• Maintain client databases and internal records.
• Liaise with Corporate Services and project managers.
• Handle routine communications with clients as directed.

Skills

Organizational skills

Multitasking

Problem solving

Written and verbal communication

Remote support capability

English proficiency

Professionalism

Attention to confidentiality

Education

Associates/ Vocational or related training

Tools

Microsoft Office Suite / Office 365

Job description

Overview

Colliers Engineering & Design is seeking an Administrative Assistant to join our Charlotte, NC office. This Administrative Assistant will provide intermediate office and administrative support to the area or business unit, and other staff within the business line. Some of the duties may require handling of confidential administrative duties. May be called upon to perform billable project work.

Responsibilities

• The essential functions and job duties listed below are representative of the common administrative tasks performed. This list is not all-inclusive of tasks performed and may vary based on the needs of the Supervisor.
• Perform scanning and filing duties.
• Assist in preparing mail and outside packages for delivery. Coordinate hand deliveries when needed.
• Prepare, proof-read, finalize, and distribute letters, memos, correspondence, transmittals, proposals, applications, reports, and other materials.
• Scan, save and distribute all incoming mail to the appropriate person.
• Schedule and organize activities such as meetings and lunch and learns, including managing calendars, providing instructions for clients and guests, preparation, and distribution of meeting minutes, as well as ordering food.
• Manage telephone calls for assigned staff, as required.
• Use, and enforce use of, Colliers Engineering & Design standards with all staff, including proper file structure, use of templates, file naming conventions, etc.
• Office maintenance, including ordering office supplies and ensuring operation of equipment by troubleshooting malfunctions and calling for repairs.
• Assist with BST, Concur & Unanet tasks (timesheets, expenses, project initiation, etc.) as assigned.
• Assist Human Resources with new hire tasks such as workspace set up.
• Act as a liaison with Corporate Services.
• Communicate with clients as directed by Project Manager.
• Assist with submitting and receiving deliverables via various processes and procedures.
• Assist in updating and maintaining internal and client databases.
• Complete additional tasks as needed.

Qualifications

• Associates/Vocational or related training education.
• 0-3+ years of related office experience.
• Notary public preferred.
• Strong organizational skills with the ability to prioritize and multi-task.
• Proficient in Microsoft Office Suite/O365 applications.
• Ability to problem-solve.
• Resourceful and proactive.
• Display professionalism in handling sensitive and confidential information.
• Ability to identify, analyze, communicate, and implement process improvements.
• Ability to support remote management.
• Ability to read, write and understand English for purposes of comprehending written job-related communications and verbal instructions and interactions.

What We Offer

At Colliers Engineering & Design, our people are our most important resource. That’s why we are committed to providing all our employees with a safe, comfortable work environment, potential for career advancement, and the ability to impact society through their projects as well as Company sponsored activities.

• company paid medical, dental, and vision coverage
• paid pregnancy disability leave
• short- and long-term disability insurance
• life insurance
• a company-matched 401(k)/Roth
• paid time off that includes parental and military leave
• employee referral and professional license bonuses
• a straight time policy that compensates exempt employees for billable hours worked in excess of 40 billable hours within a work week.

• reimbursement for education
• a free in-house resource for hundreds of educational and self-enrichment courses
• mentorship program
• wellness program
• Women’s Organization
• ongoing philanthropic opportunities.