Team Assistant | Operations & Administration |APAC

Colliers (NASDAQ, TSX: CIGI) is a leading global diversified professional services company, specializing in commercial real estate services, engineering consultancy and investment management. With operations in 70 countries, our 22,000 enterprising professionals provide exceptional service and expert advice to clients. For nearly 30 years, our experienced leadership – with substantial inside ownership – has consistently delivered approximately 20% compound annual investment returns for shareholders. With annual revenues exceeding $4.5 billion and $99 billion of assets under management, Colliers maximizes the potential of property, infrastructure and real assets to accelerate the success of our clients, investors and people.

• Preparation of valuation reports and letters using a nationally approved valuation format, including use of headers, footers, and footnotes in multiple section document.
• Setting up the valuation model with preliminary data provided.
• Undertaking of title searches, zoning, removing and adding disclaimers, town planning requirements and other such research as directed by a valuer.
• Preparation of PowerPoint presentations for internal and external meetings.
• Co-ordinate the production and collation of reports, submissions, etc. including typing, and distribution to clients as directed by a valuer.
• Sourcing a location map and aerial map and inserting into report
• Composition of general correspondence, including letters and emails to other divisions, interstate offices and clients.
• Travel bookings for department staff, including flights, accommodation, and car hire.
• Coordinating weekly department meetings, including taking minutes, updating, and circulating agenda.
• Ensuring an ‘Our Workflow’ Quote Review is submitted (either personally or by the operator) and approved prior to any quote being submitted to a client.
• Preparation of Quotes within the CIVS system
• Setting up Professional Services Agreement for Operator review.
• Responsible for setting up of new jobs for the team and saving down all information as received from the operator or client including accessing data rooms when required.
• Responsible for closing off jobs (CIVS) and job files once complete - including scanning and filing of these documents into the soft copy files.
• Ensuring SOX Compliance within the team as jobs are invoiced and completed.
• Follow QA procedure and ensure brand compliance.
• Assist other teams within Valuation & Advisory Services should they require additional administrative support during absences or busy periods.
• Invoicing, preparation of accounts payable invoices and monthly corporate card and personal expense claims for authorisation and payment, including coding as per finance guidelines.
• Maintaining corporate curriculum vitae for all personnel within the department.
• Follow up of debtors on behalf of valuers & ensuring entertainment spending for team is below budget.
• Manage your team’s financials effectively to ensure prompt payment and reconciliation. Ensure accurate and timely management of:

a)           ProMaster, Workflow – ensure receipts entered are bona fide (for business and not personal expenses), reasonable and from reputable merchants.

b)           196COS accounts – recoveries are made and reconciled accurately.

Graduate / PG