Receptionist- Administrative Assistant

Colliers Engineering & Design is seeking an enthusiastic, professional, and highly organized Receptionist/Administrative Assistant to join our Holmdel, NJ team.

As the first point of contact for callers, visitors, and employees, you'll play a key role in creating a positive experience and ensuring the front desk operates smoothly and efficiently. You'll also support the team with a variety of administrative tasks that keep the office running at its best.

This role is an excellent fit for someone who enjoys connecting with people, thrives in a fast-paced environment, and takes pride in delivering exceptional work. If you're proactive, detail-oriented, and excited to be an integral part of a collaborative office, we'd love to hear from you.

• Warmly greet and assist all visitors, clients, and employees entering the office.
• Maintain a polished, professional, and friendly presence at the front desk at all times.
• Manage visitor check-ins, badges, and security protocols.
• Announce visitor arrival to appropriate personnel and coordinate timely pickup.
• Provide in-person customer service including directions, general assistance, and hospitality.
• Maintain control and oversight of the front door and lobby area to ensure a safe, organized, and professional environment.
• Answer, screen, and direct incoming calls using a multi-line phone system.
• Serve as a knowledgeable front-line representative of the firm, provide callers with accurate information about Colliers Engineering & Design, including office locations, services, department functions, contact guidance, and more.
• Offer solutions and assistance beyond simple call routing; ensure callers' needs are met efficiently and with exceptional customer service.
• Take detailed messages and relay them promptly to the appropriate staff.
• Receive voicemails from general mailbox, forwarding on to appropriate staff.
• Prepare, proofread, and finalize correspondence, letters, memos, reports, and other materials.
• Schedule and organize meetings and conference rooms-including sending invites, managing calendars, coordinating guest instructions, and ordering food.
• Assist with incoming and outgoing mail, packages, and deliveries-including coordination of hand deliveries when required.
• Help maintain and update internal databases, directories, phone lists, and client information.
• Act as a liaison with Corporate Services and other internal teams to support office needs and operational continuity.
• Participate in process improvement efforts-identify opportunities for efficiency and support implementation of enhancements.
• Provide additional administrative support to office leadership and project teams as needed.
• Assist with "Bagel Thursday" set up, clean up, and logistics.
• Other duties as assigned.

• High school diploma required; Associate degree, vocational training, or related education preferred.
• 1-3+ years of related office, administrative, receptionist, or customer service experience.
• Strong verbal and written communication skills.
• Exceptional customer service orientation with a friendly, professional demeanor.
• Ability to prioritize, multi-task, and stay organized in a dynamic environment.
• Proficiency in Microsoft Office Suite/O365 (Word, Excel, Outlook).
• Able to read, write, and understand English for job-related instruction and interactions.
• Ability to identify, analyze, communicate, and implement process improvements; a resourceful, proactive approach to challenges.
• Strong attention to detail and high level of reliability and punctuality.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Ability to support remote management.
• Knowledge of office equipment and basic troubleshooting.

Compensation: $18.00 to $20.00 per hour (depending on qualifications)

At Colliers Engineering & Design, our people are our most important resource. That's why we are committed to providing all our employees with a safe, comfortable work environment, potential for career advancement, and the ability to impact society through their projects as well as Company sponsored activities.

This dedication begins with supporting a work life balance through a generous compensation package that includes: company paid medical, dental, and vision coverage; paid pregnancy disability leave; short- and long-term disability insurance; life insurance; a company-matched 401(k)/Roth; paid time off that includes parental and military leave; employee referral and professional license bonuses and a straight time policy that compensates exempt employees for billable hours worked in excess of 40 billable hours within a work week.

We have also created an internal culture that provides the resources and technology needed to encourage personal and professional growth opportunities through reimbursement for education; a free in-house resource for hundreds of educational and self-enrichment courses; mentorship program; wellness program; Women's Organization and ongoing philanthropic opportunities.

Apply today to learn how you can join our team of professionals, so we can help you Accelerate Your Success!