Assistant Business Services Administrator

Overview

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

Responsibilities

• Administrative and Business Support:

• Provide comprehensive administrative support, including onboarding and offboarding of employees and consultants (coordination of notifications, orientation, training schedules, and IT equipment).
• Reconcile corporate credit card statements and support expense management processes.
• Prepare, edit, and format professional Word documents and PowerPoint presentations.
• Implement document retention and file management practices, including archiving and coordinating secure document shredding.

• Events and Employee Engagement:
  • Coordinate and support internal and external meetings and events (on‑site and off‑site), including scheduling, vendor coordination, contract support, presentations, technology, and room setup/teardown.
  • Manage sponsorships and event registrations.
  • Maintain and coordinate trade show inventory, logistics, and deployment.
  • Contribute to employee engagement initiatives by participating in social and engagement committees.
  • Plan and coordinate staff events and team‑building activities, ensuring execution within approved budgets (e.g., year‑end events).
• Facilities and Office Management:
  • Provide in‑person facilities support for the Calgary office and virtual support for other Western Canada office locations.
  • Ensure the ongoing upkeep and organization of common areas, office equipment, and furniture.
  • Proactively monitor and address facility‑related issues, escalating concerns as required.
  • Serve as the first point of escalation for facility maintenance, security issues, and emergency situations.
  • Act as a liaison with the Landlord and external service providers, as needed.
• Health and safety:
  • Participate in National Steering Committee and local Joint Health and Safety Committee meetings.
  • Support health and safety initiatives, including meeting minutes, inspections, and related administrative tasks.
  • Act as the Health and Safety Asset Manager and support Emergency Response Planning (ERP), where applicable
  • Coordinate required health and safety training for employees (e.g., Working at Heights, Fall Protection).

Qualifications

• 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. This role is required to be in office.

 

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!

 

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.

 

#LI-DV1

Disclaimer

Colliers Project Leaders is part of Colliers (NASDAQ, TSX: CIGI), a leading diversified professional services and investment management company, with more than 17,000 professionals operating in 63 countries.

 

Colliers Project Leaders has suspended our COVID-19 vaccination requirement. In circumstances where our clients have a different COVID-19 vaccination policy, the Clients’ requirements will supersede.

 

Colliers Project Leaders is an equal opportunity employer and celebrates diversity in its workforce. Colliers encourages applications from all qualified individuals and will accommodate applicants' disability-related needs, up to the point of undue hardship, throughout all stages of the recruitment and selection process. If you require a disability-related accommodation to participate in the recruitment process, please advise the assigned Talent Acquisition Business Partner.

 

Colliers Project Leaders standard recruitment process requires applicants to be subjected to formal background and reference checks prior to their hiring.