Administrative Professional

Colliers Engineering & Design is seeking a highly organized and detail-oriented Administrative Professional to join our growing Health & Safety team in Holmdel, NJ. In this key role, you'll help support the day-to-day operations of a dynamic team, providing administrative assistance across the business unit while contributing to important health and safety initiatives.

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

• 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 training purposes, 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.

• Manage H&S training records and work with staff for completion by due date.

• Assist with BST, Concur & Unanet tasks (timesheets, expenses, project initiation, etc.) as assigned.

• Perform monthly credit card submittal.

• Perform and monitor MVRs of company drivers.

• Create appointments in compliance with medical surveillance program.

• Provide backup support for PPE requests.

• Manage new hires regarding H&S training and PPE.

• Complete additional tasks as needed.

• Associates/Vocational or related training education.

• 3+ years of related office experience.

• Knowledge of OSHA and other H&S regulatory agencies.

• Strong organizational skills with the ability to prioritize and multi-task.

• Proficient in Microsoft Office Suite/O365 applications.

• Ability to problem-solve.

• Resourceful and proactive.

• Display professionalism in handling sensitive and 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.

Compensation: $20.57 to $36.22 per hour (depending on qualifications)