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Overview:
Your role
Don’t have every single qualification? We know that some people are less likely to apply for a job unless they are a perfect match. At Colliers Project Leaders, we’re not looking for “perfect matches.” We’re looking to welcome people to our diverse, inclusive, and authentic workplace. So, if you’re excited about this role but don’t have every single qualification, we encourage you to apply anyway. Whether it’s this role or another one, you may be just the right candidate.
What you can expect:
Join our team of difference-makers and help shape the growth of dynamic communities.
We deliver capital project solutions to fulfill our clients’ needs across the built environment. The work we do makes a difference in communities and for the people who live there. We have a passion for it.
Our commitment to realizing our clients’ vision inspires us to look beyond the immediate – to the possibilities of what we can achieve together. We are 15,000 projects and counting – improving lives and helping shape the growth of sustainable, progressive and inclusive communities.
Your role
The Office Administrator has primary responsibility to support the day-to-day requirements of the team, including the Office Manager, Vice President and Principals and to ensure the smooth operation of the Business Unit. The Office Administrator will support the activities of the team on a day-to-day basis and act as the “go-to” person. The employee is an energetic individual who enjoys problem solving and is inherently cooperative. The Office Administrator will take ownership of all assigned job duties, meeting the competing deadlines throughout the monthly accounting cycle. Organization and ability to prioritize will be key in the roles of both office and training support. Demonstrated initiative and the ability to complete tasks with minimal instruction and oversight are imperative to success in this position.
Responsibilities:
- Receive and greet visitors.
- Provide administrative support including coordinate incoming and outgoing mail and couriers, sending and receiving general office correspondence, preparing and assembling documents and assisting with administration of all office functions that are assigned.
- Ensure the office environment is orderly and professional at all times.
- Support Quality Assurance processes as delegated by the Quality Assurance Delegate.
- Provide administrative and clerical support to the Vice President, Principal(s) and all project staff.
- Ensure the consistent and uniform application of the Company’s standards with tasks undertaken.
- Ensure a clean and professional appearance of all areas of the office.
- Maintain a suitable inventory of all appropriate office supplies.
- Support to Accounting as delegated by the Office Manager.
- Research, book and manage travel arrangements for all regional staff.
- Complete month end administrative duties such as company car mileage logs, and visa reconciliation, ensuring deadline is achieved as per the Corporate Accounting Schedule.
- Track and follow up on completion of staff weekly and monthly timesheets ensuring deadline is achieved as per the Corporate Accounting Schedule.
- As needed, request insurance and Worker’s Compensation certificates for projects and proposals.
- Support the Joint Health & Safety initiatives as a committee member
- Other functions as deemed appropriate to the position.
Working Conditions
Ability to exercise good judgment, tact and diplomacy. Hours of work are 8:00 a.m. to 5:00 p.m. Monday to Friday. This role may be subject to additional hours based on office demands.
The position may require some short-term travel outside of the office to other Business Unit offices and the corporate head office in Halifax.
Qualifications:
- A minimum of 2-5 years’ experience in an administrative capacity or as an Administrative Assistant.
- A post-secondary diploma or degree in business administration, accounting, finance or commerce is an asset.
- Excellent communication and organizational skills.
- Superior interpersonal skills and a willingness to take initiative.
- Superior computer skills in the following software applications: Microsoft Office (Outlook, Word, Excel, Power Point).
- Developed analytical, decision making and problem-solving skills.
- An aptitude for managing competing priorities in a busy office environment.
- A willingness to be cooperative, assist others and take on new responsibilities.
- The ability to build and maintain effective working relationships with team members.
- A high degree of personal responsibility, attention to detail and accountability.
- Self-motivation with a proactive approach to completing tasks.
- A sense of urgency and ability to meet deadlines.
Don’t have every single qualification? We know that some people are less likely to apply for a job unless they are a perfect match. At Colliers Project Leaders, we’re not looking for “perfect matches.” We’re looking to welcome people to our diverse, inclusive, and authentic workplace. So, if you’re excited about this role but don’t have every single qualification, we encourage you to apply anyway. Whether it’s this role or another one, you may be just the right candidate.
What you can expect:
- An opportunity to truly impact our communities
- A flexible work environment
- A comprehensive onboarding experience
- Significant professional development, training, and a mentorship program
- A paid volunteer day
- An environment where people feel welcome, heard and included, regardless of their differences
- And much more!
Join our team of difference-makers and help shape the growth of dynamic communities.
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Disclaimer:
Colliers Project Leaders is part of Colliers (NASDAQ, TSX: CIGI), a leading diversified professional services and investment management company, with more than 17,000 professional operating in 63 countries.
Colliers Project Leaders has suspended our COVID-19 vaccination requirement. In circumstances where our clients have a different COVID-19 vaccination policy, the Clients’ requirements will supersede.
Colliers Project Leaders is an equal opportunity employer and celebrates diversity in its workforce. Colliers encourages applications from all qualified individuals and will accommodate applicants’ disability-related needs, up to the point of undue hardship, throughout all stages of the recruitment and selection process. If you require a disability-related accommodation to participate in the recruitment process, please advise the assigned Talent Acquisition Business Partner.
Colliers Project Leaders standard recruitment process requires applicants to be subjected to formal background and reference checks prior to their hiring.
