Administrative Assistant — Office & HR Onboarding Support

Colliers Engineering & Design; City of Syracuse (NY); On-site; USD 25,000 - 37,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

Parental and military leave

401(k)/Roth matching

Paid time off including parental leave

Education reimbursement

Mentorship program

Wellness program

Women’s Organization and philanthropic

Education reimbursement

Job summary

Colliers Engineering & Design in Syracuse, NY is seeking an Administrative Assistant to provide intermediate office and administrative support to the area. Duties include filing, mail handling, preparing letters, scheduling meetings, calendar management, and client communication.

The role supports remote management when needed, with a focus on confidentiality and professional handling of information. Compensation ranges from $18.00 to $27.00 per hour, depending on qualifications.

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.

Skills

Strong organizational skills

Attention to detail

Problem-solving

Communication

Multi-tasking

Notary public

Education

Associates/Vocational or related training education

Tools

Microsoft Office Suite/O365

Job description

Colliers Engineering & Design in Syracuse, NY is seeking an Administrative Assistant to provide intermediate office and administrative support to the area. Duties include filing, mail handling, preparing letters, scheduling meetings, calendar management, and client communication.

The role supports remote management when needed, with a focus on confidentiality and professional handling of information. Compensation ranges from $18.00 to $27.00 per hour, depending on qualifications.