Assistant Business Services Administrator

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

Join our dynamic team as an Assistant Business Services Administrator and be part of a company that values innovation, collaboration and growth.

The Assistant Business Services Administrator is responsible for excellence in business services delivery and ensuring a productive, efficient work environment to our internal and external clients' satisfaction.

As an Assistant Business Services Administrator you implement tasks assigned by the Team Lead or Senior Business Services Administrator.

Responsible for day-to-day business services including organizational, logistical, and administrative support in office management, human resources and health and safety.

You're empowered to take ownership of assigned areas and inform, direct, and assist staff members and clients on office operations. Over time, you'll develop your skills by managing multiple locations and business services with varying degrees of complexity, appropriate to your level of experience and expertise. 

Administrative Support:

• Onboarding and offboarding employees and consultants, including notifications, orientation and training and IT equipment coordination
• Reconcile travel charges booked through travel booking application
• Reconcile corporate credit cards
• Provide support for Word documents and PowerPoint presentations
• Apply document retention policies for file management, including archiving and arranging for shredding

Events and Employee Engagement:

• Organize meetings and events (both internal and external, on-site and off-site), including scheduling, negotiating contracts, acting as primary point of contact with vendors & suppliers, presentations, technology, set-up/take down of meeting rooms, etc.
• Sponsorship and event registrations
• Managing trade show inventory and deployment
• Participate in social committees
• Plan staff events, managing within the budget set (i.e. year end parties)
• Organize team building events on/off-site.

Facilities management:

• Provide in-person and virtual support to Canadian offices
• Ensure appropriate upkeep of common areas, office equipment and office furniture (if in office)
• Proactively monitor all property and facility related items.
• Act as the first point of escalation for all emergencies, facility maintenance issues, security etc.
• Act as a liaison with Landlord when necessary 

Health and safety:

• Participate in National Steering and local Joint Health and Safety Committee meetings
• Action Health and Safety tasks as appropriate (minutes, office inspections and other tasks)
• Act as the Health and Safety Asset Manager and Emergency Response (ERP), if applicable
• Coordinate employee training for Health and Safety as required (Fall Protection/Working at Heights)

• A minimum of 1-3 years' experience in an administrative capacity or as an Administrative Assistant.
• A post-secondary diploma or degree in business administration or commerce is an asset.
• Excellent communication and organizational skills.
• Superior interpersonal skills and a willingness to take initiative.
• Exceptional computer skills in the following software applications: Microsoft Office (Outlook, Word, Excel, Power Point).
• 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.

Working Conditions

Ability to exercise good judgment, tact and diplomacy. Hours of work are 8:00 a.m. to 5:00 p.m. Monday to Friday. This role may be subject to additional hours based on office demands.

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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