Job description

Overview Take the next step in your career with Colliers Engineering & Design as an Administrative Professional! Join us and play a pivotal role in shaping the future of our Civil/Site team working out of our San Antonio, TX 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. • Create, edit, finalize, and distribute letters, memos, correspondence, transmittals, project trackers, applications, reports and other materials. • Perform scanning and filing duties as necessary. • Assist in preparing mail and outside packages for delivery. Coordinate hand deliveries when needed. • 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 Accounting & Project Managers with various collection processes to ensure compliance and timely billings. • Complete BST, Concur, Ironclad and Unanet tasks (contract management, timesheets, expenses, project initiation, etc.) as assigned. • Act as a liaison with Corporate Services. • Assistance with proposal preparation and submittal. • Generate and review project setups and invoices for project managers. • Assist Human Resources with new hire tasks. • Assist with preparing and submitting Work Orders and Purchase Order Requests. • Communicate with external vendors and clients as directed by PM. • Complete additional tasks as needed. Qualifications • Associates/Vocational or related training education. • 4+ years of related experience. • Notary public preferred. • Advanced customer service skills. • Ability to multitask and prioritize. • Advanced organizational skills and attention to detail. • Proficient in Microsoft Office Suite/O365 applications. • Ability to problem-solve. • Resourceful and proactive. • Display professionalism and discretion in business containing 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. 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!

Requirements