Office Assistant

HILGARTWILSON, LLC; Seattle (WA); On-site; USD 27,937 - 41,658; Part time

Benefits offered by this job

Healthcare plan

Paid time off

7 paid holidays + 3 floating holidays

401K program

Wellness program

Career development opportunities

Job summary

MG2, an affiliate of Colliers Engineering & Design, seeks a Part-Time Office Assistant in Seattle, WA. You will support daily administrative operations, manage documentation, communications, scheduling, and project-related tasks in a fast-paced environment.

Responsibilities include organizing archives, backing up front desk and mailroom duties, meeting setup, and ordering meals for meetings. 2+ years’ experience and a valid driver’s license are required.

Qualifications

• 2+ years of relevant experience.
• Standing for long periods, bending, and lifting up to 25 lbs.
• A valid driver’s license is required.
• Maintain confidentiality and follow best practices for callers.
• Read, write and understand English for communications.

Responsibilities

• Sort, organize archive content and scan drawings; manage and archive large-format as-built drawings.
• Prepare and organize Costco archival records for storage and retrieval.
• Enter and track archive box contents in databases for accurate inventory.
• Stock beverages, supplies and prep rooms; manage conference room reservations.
• Back up front desk duties; greet guests and assist with conference room availability.
• Back up mailroom duties; shipping, receiving and delivery of packages.
• Assist with meeting setups, events, and meals; help with desk moves and redesigns.
• Complete various one-off errands.

Skills

Organizational skills

Multitasking

Communication skills

English literacy

Job description

Overview

MG2, an affiliate of Colliers Engineering & Design is seeking a Part-Time Office Assistant to work in our Seattle, WA office. The Office Assistant supports daily administrative operations and provides coordination assistance. This role ensures smooth office functionality by managing documentation, communications, scheduling, and project-related administrative tasks. The position requires strong organizational skills, attention to detail, and the ability to work in a fast-paced environment.

Responsibilities

Sorting, organizing archive content, & scanning:

• Manage and process large-format as-built drawings, ensuring documents are organized, accurate, and properly archived.
• Prepare and organize small-format Costco archival records for storage, retrieval, and document preservation.
• Enter and maintain detailed records of archive box contents within database and tracking systems to ensure accurate inventory management and document accessibility.

Office Services Tasks:

• Stock beverages and upkeep Conference Prep Room.
• Stock supplies, clean and organize workrooms, kitchens, and conference rooms.
• Review conference room reservations daily for client or leadership meetings; ensure conference room is clean and ready for use.
• Serve as a back-up for the front desk, answering and directing callers and greeting guests; assisting employees with conference room availability upon request.
• Serve as a backup on all mailroom duties; shipping, receiving & delivery of packages.
• Assist with meeting setup and clean up including internal events.
• Place orders for breakfast, lunch, or snacks for meetings.
• Assist with employee desk moves and desk reconfigurations.
• Complete various one-off errands.

Qualifications

• 2+ years of relevant experience.
• Strong organizational skills with the ability to prioritize and multi-task.
• This role requires standing for long periods, bending, and lifting up to 25 lbs.
• A valid driver’s license is required.
• Ability to demonstrate sound judgement, be aware of maintaining confidentiality of company projects, and follow best practices for answering and assisting callers.
• Be self-motivated, a team player, skilled at multi-tasking, and able to work with limited guidance.
• Maintain consistent, dependable attendance to ensure daily team coverage and office resources are available to staff.
• Proactively request information when instructions are not clear, or expectations are not understood.
• Strong communication and listening skills; take initiative to assist the Office Services team and staff.
• Effectively manage time and display ability to prioritize assigned tasks appropriately.
• Excited to learn new processes and procedures; and contribute to the success of our team and company.
• Ability to read, write and understand English for purposes of comprehending written job-related communications and verbal instructions and interactions.

Compensation: $20.28 to $30.24 per hour (depending on qualifications)

What We Offer

At MG2, an affiliate of Colliers Engineering & Design, we value our employees with great benefits and worthwhile programs. We are proud of the many initiatives at MG2 such as our focus on Sustainability and Inclusion & Belonging. We promote MG2 culture firmwide and within each of our offices through monthly recognition, happy hours, summer events, and an end of year Holiday Party to celebrate our accomplishments. People make the place at MG2 – Join our growing firm today!

MG2 offers competitive benefits that support our employees in their life and career. This position is eligible for company benefits including but not limited to:

• Employer provided employee healthcare plan and reduced cost premium plans, life insurance, and short and long-term disability coverage.
• Paid Time Off, 7 paid Holidays, and an additional 3 Floating Holidays.
• Employer sponsored Family Planning Program and employer Paid Parental Leave.
• Learning & Career Development opportunities.
• Employee Wellness and Employee Assistance Program.
• Participation in a 401K program including eligible company match percentage, after waiting period.