Administrative Assistant

Come Join Us!
We are Colliers International. Nice to meet you.
Colliers International Group Inc. (NASDAQ: CIGI; TSX: CIG) is a global leader in commercial real estate services with more than 16,300 professionals operating from 502 offices in 67 countries. With an enterprising culture and significant insider ownership, Colliers professionals provide a full range of services to real estate occupiers, owners and investors worldwide across a broad range of property types, including: Brokerage; Global Corporate Solutions; Investment sales and capital markets; Project management and workplace solutions; Property and asset management; Consulting valuation and appraisal; and, Customized research and thought leadership.
Colliers International has been ranked among the top 100 outsourcing firms by the International Association of Outsourcing Professionals' Global Outsourcing for 10 consecutive years, more than any other real estate services firm.
The Administrative Assistant is responsible for having competence in the depth and quality of tasks performed. It requires excellent judgment and planning, and the ability to make wise choices from competing alternatives. This individual will anticipate needs, take initiative, offer assistance to others, and act in a manner that resolves the issue, consistent with corporate policy. This individual must project confidence and competence in presence, communication, and interaction. This individual should be detail and process oriented, and takes initiative towards creating and improving existing processes.
The position is in a fast-paced environment that requires excellent skills in multi-tasking and a take-charge ability with an increased sense of urgency.
Location: Lawrence, KS
Key Responsibilities
Essential duties and responsibilities are as follows:
Type general correspondence, memos, contracts, charts, tables, graphs, etc.
Work independently and within a team on special and ongoing projects
Assist in the preparation and compilation of various marketing materials
Marketing materials includes Proposals, Email Blasts, Brochures, Flyers, Maps, Aerials
Type, proof read and organize information to be put into aforementioned marketing materials
Coordinate closely with marketing and research departments in preparation of materials
Summarize lease information for input into various documents
Summarize data and prepare special reports
Maintain reporting forms for owners on a monthly basis
Manage deadlines and special contract dates
Generate property information in report form utilizing various property database sites
Maintain electronic and hardcopy filing system
Coordinate department meetings, attend meetings and take notes
Research miscellaneous property details, including tax information, etc.
Monitor property databases to ensure accuracy of data
Register brokers for classes, seminars and conventions
Assist in answering multi-line telephone system
Provide technical support and training to brokers, as needed
Maintain adequate office and kitchen supplies
Maintain office equipment
General office duties, including filing, faxing, copying, etc.
Other duties as assigned
The successful candidate will possess the following required degrees, certificates or competencies:
Is dedicated to meeting the expectations and requirements of internal and external customers; seeks customer information and uses it for improvements in products and services; acts with customer in mind; establishes and maintains effective relationships with customers and gains their trust and respect.
Steps up to conflict, seeing it as an opportunity; reads situations quickly; good at focused listening; can hammer out tough agreements and settle disputes equitably; can find common ground and get cooperation with minimum noise.
Makes good decisions in a timely manner, based upon a mixture of analysis, wisdom, experience and judgment; most of their solutions and suggestions turn out to be correct and accurate when judged over time; sought out by others for advice and solutions.
Spends their time and others time on what's important; quickly zeros in on the critical few and puts the trivial many aside; can quickly sense what will help or hinder accomplishing a goal; eliminates roadblocks; creates focus.
Can communicate efficiently and effectively, both verbally and via written correspondence
Is able to maintain a versatile and adaptable approach to work all while meeting deadlines
Maintains professional demeanor with office personnel, brokers, clients, vendors and any other business contacts
Consistently reports to work on time and can maintain normal office hours, with the ability to work beyond normal hours, as necessary
Can maintain confidentiality and discretion.
Self-motivated, with the ability to work unsupervised and prioritize workload.
Able to work within a team environment as well as independently and
adapt to changes quickly in a fast-paced environment.
Ability to access areas where needed people, information and equipment are located in response to workload demands.
Demonstrates ability to shift back and forth between two or more tasks.
Cooperative, team-oriented and calm under pressure.
Ability to produce results within an autonomous environment, within company guidelines and have the flexibility to identify and respond to changes in priorities.
Self-motivated with exhibited sense of urgency.
Commercial real estate and/or property management background a plus
5-7 years experience supporting multiple executives
Advanced skills in Microsoft Office programs. Competency with graphic design computer programs a plus. Ability to effectively utilize the following software:
Microsoft Word (Advanced)
Microsoft Excel (Advanced)
Adobe Acrobat
Adobe InDesign
Adobe Illustrator
Adobe Photoshop
Outlook (Advanced)
Internet (Advanced)
Compensation and Benefits
Competitive salary including a full range of health benefits, vacation plan, 401K and other benefits are available.
Colliers International provides equal employment opportunity to all persons. No employee or applicant for employment will be discriminated against because of race, creed, origin, marital status, sexual orientation, age, otherwise qualified disabled or veteran status or any other characteristic protected by law.

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