Administrative Professional

Colliers Engineering; Holmdel Township (NJ); Hybrid; USD 28,000 - 50,000; Full time

Benefits offered by this job

Company paid medical, dental, and vis

Pregnancy disability leave

Disability insurance

Life insurance

401(k)/Roth

Paid time off (parental & military)

Education reimbursement

In-house education resources

Mentorship program

Wellness program

Women’s Organization & philanthropy

Job summary

Colliers Engineering & Design in Holmdel, NJ is seeking an Administrative Professional to support the Health & Safety team. This hybrid role requires in-office presence at least three days per week to enable collaboration and business needs.

The candidate will handle a range of administrative duties, including document preparation, calendar management, training record maintenance, and expense processing. Strong MS Office skills and knowledge of OSHA/H&S regulations are essential.

Qualifications

• Associates/Vocational or related training education.
• 3+ years of related office experience.
• Knowledge of OSHA and other H&S regulatory agencies.
• 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.
• 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 written communications and verbal instructions.

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 training instructions, preparing, and distributing meeting minutes, and ordering food.
• Manage telephone calls for assigned staff, as required.
• Use, and enforce, Colliers Engineering & Design standards with all staff, including file structure, templates, file naming conventions, etc.
• Manage H&S training records and ensure completion by due date.
• Assist with BST, Concur & Unanet tasks (timesheets, expenses, project initiation, etc.)
• Perform monthly credit card submittal.
• Perform and monitor MVRs of company drivers.
• Create appointments in compliance with medical surveillance program.
• Provide backup support for PPE requests.
• Manage new hires regarding H&S training and PPE.
• Complete additional tasks as needed.

Skills

Office administration

MS Office

Organizational skills

Problem solving

Confidentiality

Multitasking

Remote support

Education

Associates/Vocational training

Tools

Microsoft Office 365

Job description

Overview

Colliers Engineering & Design is seeking a highly organized and detail-oriented Administrative Professional to join our growing Health & Safety team in Holmdel, NJ. In this key role, you'll help support the day-to-day operations of a dynamic team, providing administrative assistance across the business unit while contributing to important health and safety initiatives.

This position offers a hybrid work arrangement; however, candidates must be able to work a minimum of three days per week in our Holmdel, NJ office to support collaboration and business needs.

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 training purposes, 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.
• Manage H&S training records and work with staff for completion by due date.
• Assist with BST, Concur & Unanet tasks (timesheets, expenses, project initiation, etc.) as assigned.
• Perform monthly credit card submittal.
• Perform and monitor MVRs of company drivers.
• Create appointments in compliance with medical surveillance program.
• Provide backup support for PPE requests.
• Manage new hires regarding H&S training and PPE.
• Complete additional tasks as needed.

Qualifications

• Associates/Vocational or related training education.
• 3+ years of related office experience.
• Knowledge of OSHA and other H&S regulatory agencies.
• 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: $20.57 to $36.22 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.

• 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

• 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