Administrative Assistant

HILGARTWILSON, LLC; City of Syracuse, Northern (NY, KY); Hybrid; USD 25,000 - 37,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

401(k) / Roth match

Paid time off (including parental and)

Job summary

Colliers Engineering & Design in Syracuse, NY seeks an Administrative Assistant to provide intermediate office support for the local office and business unit. The role includes handling confidential tasks, supporting project work, and ensuring smooth administrative operations.

Key duties include scanning, mail preparation, meeting scheduling, calendar management, and template/file maintenance, with opportunities to work on billable project tasks as needed.

Qualifications

• Associates or vocational training completed.
• 0-3+ years of related office experience.
• Notary public preferred.
• Strong organizational and multitasking abilities.
• Proficient in Microsoft Office/Office 365 suite.
• Ability to handle confidential information professionally.
• English reading/writing comprehension and verbal interactions.

Responsibilities

• Perform scanning and filing duties.
• Prepare, proofread, and distribute letters, memos, and reports.
• Coordinate meetings, calendars, and minutes; manage guest instructions.
• Handle incoming mail distribution and deliveries.
• Manage phone calls for assigned staff as needed.
• Adhere to Colliers standards for file structures and templates.
• Assist BST, Concur, and Unanet tasks; support HR onboarding.

Skills

Microsoft Office Suite / O365

Notary public

Education

Associates/Vocational or related training education

Tools

BST

Concur

Unanet

Job description

Overview

Colliers Engineering & Design is seeking an Administrative Assistant to join our Syracuse, NY 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.

Compensation: $18.00 to $27.00 per hour (depending on qualifications)

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.

This dedication begins with supporting a work life balance through a generous compensation package that includes: 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 and a straight time policy that compensates exempt employees for billable hours worked in excess of 40 billable hours within a work week.

We have also created an internal culture that provides the resources and technology needed to encourage personal and professional growth opportunities through reimbursement for education; a free in-house resource for hundreds of educational and self-enrichment courses; mentorship program; wellness program; Women's Organization and ongoing philanthropic opportunities.