Administrative Professional

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

Job summary

Colliers Engineering & Design is seeking a highly organized Administrative Professional to support the Health & Safety team in Holmdel, NJ. The role is hybrid, requiring a minimum of three days per week in the Holmdel office to collaborate effectively.

You will manage training records, prepare documents, coordinate meetings, and support project administration with a focus on accuracy and confidentiality. The position offers comprehensive benefits and growth opportunities within a dynamic team.

Qualifications

• Associates or related training completed.
• 3+ years of related office experience.
• Knowledge of OSHA and other H&S regulatory agencies.
• Proficient in Microsoft Office and Office 365.
• Strong organizational and multi-tasking abilities.
• Ability to read, write and understand English.

Responsibilities

• Perform scanning and filing duties.
• Assist in preparing mail and outside packages for delivery.
• Prepare, proof-read, finalize, and distribute letters and reports.
• Scan, save and distribute all incoming mail to the appropriate person.
• Schedule and organize meetings, minutes, and training events.
• Manage telephone calls for assigned staff as required.
• Use Colliers standards for file structure and templates.
• Manage H&S training records and due-date compliance.
• Assist with BST, Concur & Unanet tasks (timesheets, expenses, etc.).
• Perform monthly credit card submittal.
• Monitor MVRs of company drivers.
• Create appointments in medical surveillance programs.
• Provide backup support for PPE requests.
• Manage new hires regarding H&S training and PPE.

Skills

Organizational skills

Multi-tasking

Communication skills

Problem-solving

Education

Associates degree or related training

Tools

Microsoft Office / 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.

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.