Administrative Assistant: Growth, Projects & Impact

Colliers Engineering & Design; Town of New Windsor (NY); On-site; USD 26,000 - 39,000; Full time

Benefits offered by this job

Medical/dental/vision coverage

Pregnancy disability leave

Disability insurance (short and long)

Life insurance

401(k) / Roth match

Paid time off including parental and.\

Job summary

Colliers Engineering & Design is seeking an Administrative Assistant to join our Newburgh, NY office. This role provides intermediate office and administrative support to the area or business unit, and other staff within the business line.

Some duties may involve confidential administrative tasks and occasional billable project work. We value strong organizational skills, proficiency in MS Office, and the ability to multi-task while maintaining professionalism.

Qualifications

• Associates/Vocational or related training.
• 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.

Responsibilities

• 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

Strong organizational skills

Microsoft Office Suite/O365

Problem-solving

Resourceful and proactive

Confidential information handling

Process improvements

Remote management support

Reading and writing English

Education

Associates/Vocational or related training

Notary public

Tools

BST

Concur

Unanet

Job description

Colliers Engineering & Design is seeking an Administrative Assistant to join our Newburgh, NY office. This role provides intermediate office and administrative support to the area or business unit, and other staff within the business line.

Some duties may involve confidential administrative tasks and occasional billable project work. We value strong organizational skills, proficiency in MS Office, and the ability to multi-task while maintaining professionalism.