Administrative Assistant — Growth, Organization & Impact

Colliers Engineering & Design; Charlotte (NC); On-site; USD 36,000 - 55,000; Full time

Job summary

Colliers Engineering & Design in Charlotte, NC is seeking an Administrative Assistant to provide intermediate office support to the local team and business unit. The role may involve confidential tasks and some billable project work.

You will manage schedules, prepare correspondence, maintain databases, handle mail, and liaise with Corporate Services to ensure smooth operations. Strong organizational and MS Office skills are essential.

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.

Responsibilities

• The essential functions and job duties listed below are representative of the common administrative tasks performed.
• 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.

Skills

Organizational skills

MS Office / Office 365

Problem-solving

Proactive mentality

Confidential information handling

Process improvements

Remote management support

English reading/writing

Education

Associates/Vocational or related training education

Tools

Microsoft Office / Office 365

Job description

Colliers Engineering & Design in Charlotte, NC is seeking an Administrative Assistant to provide intermediate office support to the local team and business unit. The role may involve confidential tasks and some billable project work.

You will manage schedules, prepare correspondence, maintain databases, handle mail, and liaise with Corporate Services to ensure smooth operations. Strong organizational and MS Office skills are essential.