Administrative Assistant

Overview

Take the next step in your career with Colliers Engineering & Design as an Administrative Assistant! Join us and play a pivotal role in shaping the future of our Municipal team working out of our Toledo, OH office.

Are you an organized, proactive, and detail-oriented individual with a passion for providing exceptional support? From managing day-to-day tasks to coordinating schedules and ensuring smooth communication across teams, you’ll have a direct impact on our team's success. If you thrive in a fast-paced environment, enjoy multitasking, and love to make things run efficiently, this is the perfect opportunity for you!

This is more than just an administrative role - it’s your chance to be part of a collaborative, growth-focused team. We offer a positive, engaging work environment where your contributions are valued and your career development is supported.

Apply today and take the next step in your career with Colliers Engineering & Design.

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 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. This may include email correspondence, invoice delivery/tracking/follow up.
• Assist with submitting and receiving deliverables via various processes and procedures.
• Assist in updating and maintaining internal and client databases.
• Complete additional tasks as needed.
• Follow and maintain list of prequalification’s required by clients.
• Assemble responses to RFQs/RFPs/Prequalification for all Toledo office functions. Maintain log for each. Including; gathering resumes, job descriptions/references, and working with CED marketing to finalize submissions.
• Assist with logging and distributing RFI and Submittals.
• Assist with preparation of addendums, bulletins, and other project document revisions.
• Assist with signing up office members for conferences and events as needed.
• Receive and organize CED branded marketing material as needed.
• Stocking of office supplies and kitchen items (including ordering, receiving, and distributing).
• Work with Office Lead on any required office-wide communication.
• Assist with company issue expenses, including receipt management.
• Assist with contract administration.
• Assist office leads with project initiation and client database management.
• Work with our Municipal team to identify and summarize research funding opportunities for clients, and provide resume review services.
  
  

Qualifications

• Associates/Vocational or related training education.
• 0-3 years of related office experience.
• A/E or Construction firm experience preferred.
• Ability to read, write and understand English for purposes of comprehending written job-related communications and verbal instructions and interactions.
  
  

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.

Apply today to learn how you can join our team of professionals, so we can help you Accelerate Your Success!