Senior Administrative Professional

Colliers Engineering & Design; Hamilton Township (NJ); Hybrid; USD 35,000 - 55,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

Pregnancy disability leave

Disability insurance (short/long-term)

Life insurance

401(k)/Roth match

Paid time off

Referral and professional licenseBon</

Education reimbursement

Mentorship program

Wellness program

Women’s Organization

Job summary

Colliers Engineering & Design seeks an experienced Senior Administrative Professional to support the Highways & Traffic Engineering leadership. The role blends executive support with operational leadership to advance initiatives across a national team.

The ideal candidate will coordinate strategic initiatives, drive accountability, and manage complex calendars, travel, and client programs while supporting recruiting, marketing, and business development efforts.

Qualifications

• 8+ years of experience in executive support, operations management, project coordination, proposal coordination, marketing coordination, professional services administration, or related field.
• Notary public preferred.
• Excellent verbal and written communication skills, including strong command of English, grammar, proofreading, and business correspondence.
• Exceptional organizational and time-management skills with ability to prioritize multiple assignments in a fast-paced environment.
• Ability to coordinate multiple concurrent initiatives involving diverse stakeholders across multiple offices and regions.
• Strong attention to detail with ability to maintain accuracy with large volumes of information and competing priorities.
• Ability to create structure and organization in evolving priorities and deadlines.
• Demonstrated ability to drive accountability, track commitments, and ensure follow-through on initiatives.
• Strong interpersonal skills with executive leadership, project managers, clients, and staff.
• Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information.
• Ability to work independently with minimal supervision while balancing multiple responsibilities.
• Strong analytical and problem-solving skills and ability to develop proactive solutions.
• Ability to read, write, and understand English for job communications.

Responsibilities

• Coordinate and track discipline-wide strategic initiatives, business plans, operational improvements, and leadership priorities.
• Maintain discipline action-item logs and follow-up tracking to ensure progress.
• Prepare reports, summaries, dashboards, and presentation materials for leadership decisions.
• Coordinate follow-up activities from leadership meetings and planning sessions.
• Support business development including client management programs, account planning, CRM, and pursuit tracking.
• Coordinate business development meetings, conferences, and client engagement activities.
• Assist with proposal development schedules, contributor coordination, and materials collection.
• Coordinate discipline-wide resume updates and maintenance.
• Support collection of project descriptions, profiles, and qualification materials.
• Update website content, marketing materials, and business development resources.
• Assist with contract administration, subconsultant coordination, billing support, and project startup activities.
• Prepare and coordinate financial, staffing, and project performance reviews.
• Provide advanced project support including research, client relations, submissions, and proposals.
• Manage complex calendars, travel logistics, and leadership commitments across stakeholders.
• Coordinate recruiting activities, candidate tracking, interviews, onboarding, and workforce planning.
• Maintain Colliers Engineering & Design standards and file structure across staff.
• Manage executive communications, email organization, drafting responses, and follow-up tracking.
• Complete additional tasks as needed.

Skills

Communication skills

Organizational skills

Time management

Attention to detail

Interpersonal skills

Independent worker

Analytical thinking

Education

Associates degree or related training

Job description

Overview

Colliers Engineering & Design is seeking an experienced, highly organized, and proactive Senior Administrative Professional to support the leadership team of the Highways & Traffic Engineering Discipline, one of the firm's largest and highest-performing practices. This role serves as a trusted operational partner to discipline leadership, helping coordinate and advance key initiatives that support continued growth, operational effectiveness, client service, staff development, and business performance across a national team.

This position offers a unique blend of executive support and operational leadership. While the role includes responsibility for traditional administrative functions, it also provides the opportunity to directly support and help advance many of the initiatives that drive the growth and success of the discipline. The successful candidate will help coordinate strategic initiatives, business development efforts, client management programs, recruiting activities, marketing initiatives, proposal pursuits, operational improvements, and other discipline-wide priorities while also providing high-level administrative and operational support.

This role plays a critical part in helping ensure important business initiatives, operational priorities, and leadership commitments continue moving forward despite the competing demands of project delivery and day‑to‑day operations. The ideal candidate is someone who enjoys creating structure, coordinating complex initiatives, managing competing priorities, driving accountability, improving organizational efficiency, and helping transform leadership direction into consistent execution.

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

Responsibilities

• Coordinate and track discipline-wide strategic initiatives, business plans, operational improvements, and leadership priorities.
• Maintain discipline action-item logs and follow‑up tracking to ensure commitments and initiatives continue progressing.
• Prepare reports, summaries, dashboards, and presentation materials to support leadership decision‑making.
• Coordinate follow‑up activities resulting from leadership meetings, strategic planning sessions, and business reviews.
• Support business development activities including client management programs, account planning efforts, CRM initiatives, and pursuit tracking.
• Coordinate business development meetings, action items, conference participation, and client engagement activities.
• Assist with proposal development schedules, contributor coordination, and collection of supporting materials.
• Coordinate discipline-wide resume updates and maintenance efforts.
• Support the collection and maintenance of project descriptions, project profiles, and qualification materials.
• Coordinate updates to website content, marketing materials, and other business development resources.
• Support project teams with contract administration, subconsultant coordination, billing support documentation, project startup activities, and other operational requirements.
• Assist with preparation and coordination of financial, staffing, and project performance review materials.
• Provide advanced project support including research, client relations, submissions, correspondence, transmittals, proposals, applications, reports, and other materials.
• Manage complex calendars, meeting schedules, travel logistics, and leadership commitments across multiple internal and external stakeholders.
• Coordinate recruiting activities, candidate tracking, interview scheduling, onboarding support, and workforce planning initiatives.
• Manage and oversee the use of Colliers Engineering & Design standards with all staff, including proper file structure, use of templates, file naming conventions, etc.
• Manage executive communications, including email organization, prioritization, drafting responses, and follow‑up tracking.
• Complete additional tasks as needed.

Qualifications

• Associates/Vocational or related training education.
• 8+ years of experience in executive support, operations management, project coordination, proposal coordination, marketing coordination, professional services administration, or a related field. Preferably this experience would be in support of engineering, consulting, or other professional services organizations.
• Notary public preferred.
• Excellent verbal and written communication skills, including strong command of the English language, grammar, proofreading, and business correspondence.
• Exceptional organizational and time‑management skills with the ability to prioritize multiple assignments and deadlines in a fast‑paced environment.
• Ability to coordinate multiple concurrent initiatives involving diverse stakeholders across multiple offices and regions.
• Strong attention to detail with the ability to maintain accuracy while managing large volumes of information and competing priorities.
• Ability to create structure and organization in situations involving evolving priorities, changing deadlines, and incomplete information.
• Demonstrated ability to drive accountability, track commitments, and ensure follow‑through on assigned initiatives and action items.
• Strong interpersonal skills with the ability to effectively interact with executive leadership, project managers, clients, technical staff, and administrative professionals.
• Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with discretion and professionalism.
• Ability to work independently with minimal supervision while balancing multiple responsibilities.
• Strong analytical and problem‑solving skills with the ability to anticipate needs and proactively develop solutions.
• Ability to read, write, and understand English for purposes of comprehending written job‑related communications and verbal instructions and interactions.

Compensation: $25.28 to $39.88 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.