Office Administrator

1 month ago

Montreal, Quebec, Canada Colliers Full time

About the Role

We are seeking a highly organized and detail-oriented Office Administrator to join our team at Colliers Project Leaders. As the first point of contact for our office, you will be responsible for ensuring the smooth operation of our business unit, providing administrative support to our team members, and maintaining a professional office environment.

Key Responsibilities

  • Ensure the office is well-stocked with essential supplies, snacks, and coffee to keep everyone fueled and focused.
  • Provide administrative support to internal stakeholders, including coordinating mail and couriers, sending and receiving correspondence, and preparing documents.
  • Maintain a professional office environment, including receiving and greeting visitors.
  • Research, book, and manage travel arrangements for regional staff through Corporate Traveller.
  • Complete month-end administrative duties, such as company car mileage logs and visa reconciliations.
  • Track and follow up on completion of staff weekly and monthly timesheets.
  • As needed, request insurance and Worker's Compensation certificates for projects and proposals.
  • Support Joint Health & Safety initiatives and Quality Assurance processes.
  • Support other regional committees, such as Social Responsibility, Fun committee, and Diversity and Inclusions teams.

Working Conditions

  • Ability to exercise good judgement, tact, and diplomacy. Hours of work are 8:00 to 5:00, Monday to Friday in our Montreal office.
  • The position may require some short-term travel outside of the office to other Business Unit offices.

Qualifications

  • Fluency in both French and English.
  • Excellent communication and organizational skills.
  • 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 Microsoft Office applications.
  • 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.

What We Offer

  • 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.

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