Office Assistant

MG2, an affiliate of Colliers Engineering & Design is seeking a Part-Time Office Assistant to work in our Seattle, WA office. The Office Assistant supports daily administrative operations and provides coordination assistance. This role ensures smooth office functionality by managing documentation, communications, scheduling, and project-related administrative tasks. The position requires strong organizational skills, attention to detail, and the ability to work in a fast-paced environment.

Sorting, organizing archive content, & scanning:

• Manage and process large-format as-built drawings, ensuring documents are organized, accurate, and properly archived.
• Prepare and organize small-format Costco archival records for storage, retrieval, and document preservation.
• Enter and maintain detailed records of archive box contents within database and tracking systems to ensure accurate inventory management and document accessibility.

Office Services Tasks:

• Stock beverages and upkeep Conference Prep Room.
• Stock supplies, clean and organize workrooms, kitchens, and conference rooms.
• Review conference room reservations daily for client or leadership meetings; ensure conference room is clean and ready for use.
• Serve as a back-up for the front desk, answering and directing callers and greeting guests; assisting employees with conference room availability upon request.
• Serve as a backup on all mailroom duties; shipping, receiving & delivery of packages.
• Assist with meeting setup and clean up including internal events.
• Place orders for breakfast, lunch, or snacks for meetings.
• Assist with employee desk moves and desk reconfigurations.
• Complete various one-off errands.

Qualifications:

• 2+ years of relevant experience.
• Strong organizational skills with the ability to prioritize and multi-task.
• This role requires standing for long periods, bending, and lifting up to 25 lbs.
• A valid driver’s license is required.
• Ability to demonstrate sound judgement, be aware of maintaining confidentiality of company projects, and follow best practices for answering and assisting callers.
• Be self-motivated, a team player, skilled at multi-tasking, and able to work with limited guidance.
• Maintain consistent, dependable attendance to ensure daily team coverage and office resources are available to staff.
• Proactively request information when instructions are not clear, or expectations are not understood.
• Strong communication and listening skills; take initiative to assist the Office Services team and staff.
• Effectively manage time and display ability to prioritize assigned tasks appropriately.
• Excited to learn new processes and procedures; and contribute to the success of our team and company.
• Ability to read, write and understand English for purposes of comprehending written job-related communications and verbal instructions and interactions.