Grants Administrative Assistant

Overview :

Colliers Engineering & Design is seeking a Grants Administrative Assistant. This position will provide intermediate office and administrative support to the grants team.

The main responsibilities are to assist with the preparations for funding proposals, presentations, and overall grant processing.

Some of the duties may require handling of confidential administrative duties. May be called upon to perform billable project work.

Responsibilities :

Assist in the preparation and coordination of grant team new work / contract proposals.

Work with grants team to assist in updating Marketing-level proposal documents like project profiles, experience sheets, and resumes.

Support grants team with grant application components, drafting documents, as well as gathering data.

Conduct basic grant research.

Work with grants team to maintain and update various databases, including that for workload tracking, grant research, grant applications and awards tracker.

Assist in the creation of client monthly grant reports and activity status updates.

Prepare grant summaries and email memos, including gathering data from team, data input, formatting, and quality control.

Help prepare presentations.

Routinely follow up with granting agencies to check the status of applications.

Track submittals, schedules, and correspondence between project managers and external parties.

Coordinate with the grants team and IT to update the grants section of the Governmental Services Division SharePoint site.

Perform administrative assistant tasks for the grants team.

Assist with BST, Concur & Unanet tasks (timesheets, expenses, project initiation, etc.) as assigned.

Assist with proposal number and project setup, including conflict / opportunity checks, Unanet search and entry.

Assist Human Resources with new hire tasks such as workspace set up.

Act as a liaison with Corporate Services.

Communicate with clients as directed by Project Manager.

Assist in updating and maintaining internal and client databases.

Prepare, proof-read, finalize, and distribute letters, memos, correspondence, transmittals, proposals, applications, reports, and other materials.

Schedule and organize activities such as meetings and lunch and learns, including managing calendars, providing instructions for clients and guests, preparation, and distribution of meeting minutes, as well as ordering food.

Coordinate political / non political events.

Manage telephone calls for assigned staff, as required.

Use, and enforce use of, Colliers Engineering & Design standards with all staff, including proper file structure, use of templates, file naming conventions, etc.

Process internal and external correspondence.

Perform scanning and filing duties.

Assist in preparing mail and outside packages for delivery. Coordinate hand deliveries when needed.

Assist with submitting and receiving deliverables via various processes and procedures.

Additional tasks may be required based on needs of the Supervisor.

Qualifications :

Associates / Vocational or related training education.

3-5+ years in related field.

Notary public preferred.

Ability to read, write and understand English for purposes of comprehending written job-related communications and verbal instructions and interactions.

What We Offer :

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!