Administrative Assistant
Colliers Engineering & Design
Rochester, NY0–3 yrs1h agovia LinkedIn
This job at a glance
- Who can apply
- New grads and up to 3 years
- Must know
- TroubleshootingProject managementMicrosoft OfficeBusiness analysis
- Work
- On-site in Rochester
- Pay
- Not stated by the employer.
- Skill demand
- Microsoft Office51%Business analysis6%Project management5%Troubleshooting3%of 109 similar entry-level jobs posted in the US this week
- Listed
- Nov 9, 2026 · still open
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About the Role
Colliers Engineering & Design is seeking an Administrative Assistant to support their Rochester, NY office. This role will provide intermediate office and administrative support to the area or business unit and other staff. The position may involve handling confidential administrative duties and performing billable project work.
Key Responsibilities
- Perform scanning and filing duties.
- Assist in preparing mail and outside packages for delivery; coordinate hand deliveries.
- Prepare, proof-read, finalize, and distribute letters, memos, correspondence, transmittals, proposals, applications, and reports.
- Scan, save, and distribute incoming mail.
- Schedule and organize meetings and lunch and learns, including managing calendars, providing instructions for clients and guests, preparing and distributing meeting minutes, and ordering food.
- Manage telephone calls for assigned staff.
- Enforce Colliers Engineering & Design standards for file structure, template usage, and file naming conventions.
- Maintain office supplies and ensure equipment is operational by troubleshooting and arranging repairs.
- Assist with BST, Concur, and Unanet tasks (timesheets, expenses, project initiation, etc.).
- Assist Human Resources with new hire tasks, such as workspace setup.
- Act as a liaison with Corporate Services.
- Communicate with clients as directed by the Project Manager.
- Assist with submitting and receiving deliverables via various processes and procedures.
- Update and maintain internal and client databases.
- Complete additional tasks as needed.
Requirements & Tech Stack
- Proficient in Microsoft Office Suite/O365 applications.
Qualifications
- Associates/Vocational or related training education.
- 0-3+ years of related office experience.
- Notary public preferred.
- Strong organizational skills with the ability to prioritize and multi-task.
- Ability to problem-solve.
- Resourceful and proactive.
- 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 comprehending written job-related communications and verbal instructions and interactions.