Administrative Assistant

Overview

At Colliers Project Leaders, 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 18,000 projects and counting improving lives and helping shape the growth of sustainable, progressive and inclusive communities.

Your role

Join our team as an Administrative Assistantwith our Professional Practice team! This role can be based in anywhere across Canada.

In this role, you’ll join our team of 22 experts who lead the continual improvement of the way we deliver major capital building and infrastructure projects.

Co-led by two Vice Presidents, the Professional Practice team provides specialist expertise that enhances the success of projects managed by other business units.

The team is also responsible for training all practitioners, providing systems and tools to support practitioners, and managing our ISO 9001 : 2015 Quality Management System and ISO 45001 : 2018 Health and Safety System.

Responsibilities

• Be a trusted and capable administrative resource to the Vice Presidents, and Professional Practice team members.
• Provide exceptional client service and handle confidential information with discretion.
• Develop and maintain professional working relationships with team members, across all responsibility levels, and with other administrative staff across the company.
• Take a hands-on approach and / or coordinate the preparation, assembly and formatting of documents, proposals, reports, schedules, contracts, etc.
• Draft templates for use by practitioners across the company.
• Manage Professional Practice documents in accordance with our Quality Management System standards.
• Assist in the management of our learning management system (D2L Brightspace) and our client performance survey system.
• Be the business unit liaison to corporate accounting and effectively address requests for information and reporting.
• Take accountability for helping all team members in meeting weekly timesheet deadlines and monthly deadlines for invoicing, ensuring accuracy.
• Work cross-functionally with other business units and corporate teams on various letters, reports or proposals.
• Coordinate and / or manage a variety of special assignments for the VPs (research, documentation and reporting).
• Keep the VPs well informed of upcoming commitments and task-based responsibilities, following up appropriately.
• Coordinate all travel, flights, accommodations and car rentals requests in adherence to corporate procedures.
• Manage corporate professional memberships and libraries of electronic reference material.
• Coordinate all aspects of meetings - planning, scheduling, catering, presentations, technology, set up / take down of meeting room, etc.
• Attend business unit management meetings to take accurate minute and distributes them accordingly.
• Other functions as deemed appropriate to the position

Qualifications

• A minimum of 5 years’ experience in a senior administrative role.
• Diploma or degree (or an equivalent combination of education and experience).
• Professional, organized and resourceful. Excellent at managing priorities and meeting deadlines.
• Shows the initiative and ownership for the integrity and improvement of processes, documents and tools
• Strong oral and written communications skills. Ability to draft letters and proposals, if needed.
• General accounting experience with proven accuracy.
• High level of proficiency in the Microsoft Suite (Outlook, Word, Excel, Power Point),
• Precise and accurate, pays careful attention to detail.
• Developed analytical, decision making and problem-solving skills.
• Experience working in an ISO 9001 : 2015 or ISO 45001 : 2018 certified company is considered an asset.
• Experience administering a learning management system like Brightspace is considered an asset.

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 professionals 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.