Colliers Project Leaders Inc.

  • Office Administrator

    Location CA-ON-Mississauga
    Job ID
    2018-2116
    Category
    Administrative/Clerical
  • Overview

    BE Totally Engaged. BE Business Savvy. BE the Right Partner. Be all that and more at Colliers Project Leaders. Join our team as a Office Administrator.

     

    In this role, you’ll support the Advisory Services and FEMR team to ensure the smooth operation of these Business Units. The Office Administrator plays a key role in ensuring the efficiency and accuracy of the business units’ corporate reporting activities, including revenue recognition and sales performance and ensures the timely processing of the business units’ client invoices.

     

    At Colliers Project Leaders, we help our clients succeed by helping them build amazing workplaces, businesses and communities. We do this by thinking differently, sharing innovative ideas and offering a unique and collaborative workplace where you can succeed.

    With over 600 employees and 27+ office locations throughout Canada and the Middle East, Colliers Project Leaders offers a multi-cultural, multi-generational work environment where we cultivate excellence, develop leaders and deliver on our clients’ vision. Colliers Project Leaders is part of Colliers International Group Inc. (NASDAQ: CIGI; TSX: CIGI), an industry leading global real estate company with more than 16,000 skilled professionals operating in 66 countries. To learn more about Colliers Project Leaders, visit www.colliersprojectleaders.com.

    Who you are

    The Office Administrator will support the activities of both the Advisory Services team and the FEMR team with employees located across Canada on a day-to-day basis and act as the “go-to” person for these teams. The employee is an energetic individual who enjoys problem solving and is inherently cooperative. A strong communicator, with exceptional written and verbal communication skills, the Office Administrator will take ownership of all assigned job duties, meeting the competing deadlines throughout the monthly accounting cycle. Demonstrated initiative and the ability to complete tasks with minimal instruction and oversight are imperative to success in this position.

    Responsibilities

    • Provide orientation and training for new employees
    • Orders cell phones, laptops and all supplies required for new employees and teams
    • Be the “go to” person for Advisory Services and FEMR staff and management
    • Order supplies and equipment specific to Advisory/FEMR
    • Research, book, and manage travel arrangements for the Vice President and other staff as requested
    • Manage the calendar, appointments and meeting bookings for the Vice President
    • Support new office openings, including but not limited to the set-up of equipment, stationery, purchase orders, templates, etc.; ordering of computer and phone support as required
    • Coordinate all Service Awards for teams
    • Prepare and assemble documents, proposals, reports, etc.
    • Serve as a resource to the Business Development team in the preparation of responses to RFQ’s, RFP’s and related marketing initiatives
    • Ensure strict confidentiality of privileged information
    • Act as the single point of contact for the Corporate Accounting Team for Advisory Services/FEMR, and fulfill the role of Dynamics AX “Super user”
    • Ensure employee timesheets are submitted within deadline and, provide approvals for direct reports
    • Approve and track expense reports for staff, manage petty cash if applicable
    • Process, track and report invoice mark ups to Accounts Receivable, providing time sensitive turnaround
    • Responsible for meeting the monthly deadlines for invoicing, ensuring accuracy and conformance to accounting procedures
    • Support the Vice President and Principal with the coordination of sensitive and confidential Business Unit HR activities
    • Responsible for the completion of the monthly Revenue Recognition Analysis spreadsheet and reviewing with the Vice President and Principal of each unit, ensuring deadline is met
    • Maintain a vacation calendar for Advisory and FEMR teams and verify requests for time off against the employee’s accrued vacation allowance
    • Request insurance certificates for all projects and proposals
    • Coordinate WSIB certificates for proposals
    • Responsible for developing administrative procedures within the Business Units
    • Create, update and track PISs
    • Create, track and process Progress Payment Authorizations
    • Create timesheets and process monthly invoices for Independent Consultants
    • Ensure projects are closed out from financial perspective
    • Create purchase requisitions for projects costs and office costs.
    • Coordinate all staff and client events/meetings
    • Other functions as deemed appropriate to the position 

    Working Conditions

    • Hours of work are 8:00 a.m. to 5:00 p.m. Monday to Friday, and it is essential that the Office Administrator be in attendance during these hours. This role may be subject to additional hours based on office demands
    • The position will require some short term travel outside of the office to other Business Unit offices and the corporate head office

    Qualifications

    • A minimum of 7 years’ experience in a senior administrative capacity or as an Executive Assistant
    • Post-secondary diploma or degree in business administration or commerce (or an equivalent combination of education and experience)
    • Excellent communication and organizational skills
    • Superior interpersonal skills and an aptitude for leading with initiative
    • General accounting experience with proven accuracy
    • Superior computer skills in the following software applications: Microsoft Office (Outlook, Word, Excel, Power Point)
    • Developed analytical, decision making and problem solving skills
    • Prior experience supporting remote offices in a consulting environment would be considered an asset.

    Interpersonal Skills

    • Ability to manage competing priorities and a busy office environment
    • Highly cooperative, demonstrates a willingness to assist others and take on new responsibilities
    • Ability to build and maintain effective working relationships with remote team members
    • High degree of personal responsibility and accountability
    • Attention to detail
    • Self-motivated with proactive approach to completing tasks
    • Works with a sense of urgency and is able to meet deadlines
    • Excellent verbal communication skills with professional telephone manners
    • Ability to exercise good judgment, tact and diplomacy

    BE who you are and what you want to be with Colliers Project Leaders.

    We’d love to meet you. Apply today to join our team.

    We thank all applicants for their interest in our organization, however only short-listed candidates who most closely meet the requirements will be contacted for an interview.

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