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Office Administrator

3 months ago

Montreal Quebec GF, CA Colliers Project Leaders Full time

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 17,000 projects and counting – improving lives and helping shape the growth of sustainable, progressive and inclusive communities.

Your role

We are looking for someone who can bring fun to the office, and who is a problem solver The Office Administrator takes ownership of the office and can meet competing deadlines. Organization and ability to prioritize will be key in the role to support the office and provide training to team members.

The Office Administrator plays a pivotal role in ensuring the seamless operation of the business unit, providing essential support to all our team members. As the go-to person, you'll be instrumental in maintaining efficiency and productivity while creating a dynamic office environment. Join us as we conquer everyday challenges.

Responsibilities

  • Responsible for ensuring the office is functioning as a smooth engine, ensuring we're always stocked up on essentials like office supplies, snacks, and coffee to keep everyone fueled and focused.
  • Provide administration support to a variety of internal stakeholders, to lead the business to succeed.
  • Ensure the office environment is professional at all times.
  • Provide administrative support including coordinating 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.
  • Receive and greet visitors.
  • Research, book and manage travel arrangements for all regional staff through the travel provider Corporate Traveller.
  • Complete month end administrative duties such as company car mileage logs, and visa reconciliations, 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.
  • Support Quality Assurance processes as delegated by the Quality Assurance Delegate.
  • Support other regional committees, such as Social Responsibility, Fun committee, and Diversity and Inclusions teams.
  • Other functions as deemed appropriate to the position.

Working Conditions

  • Ability to exercise good judgement, tact, and diplomacy. Hours of work are 8:00 a.m. to 5:00 p.m. Monday to Friday in our Montreal office. 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.

Qualifications

  • Fluency in both French & English.
  • Excellent communication and organizational skills, and an enthusiasm for organizing and participating in office events.
  • 2-5 years’ experience in an administrative capacity or as an Administrative Assistant.
  • Superior interpersonal skills and a willingness to take initiative.
  • Superior computer skills in the following software applications: Microsoft Office (Outlook, Word, Excel, Power Point).
  • A post-secondary diploma or degree in business administration is desirable.
  • 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 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.

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