Project Specialist

Make your next move an expert one.

At Colliers it’s not our success that sets us apart, it’s how we achieve it. Our people are passionate, take ownership and always do what’s right for our clients, people and communities.

Why Colliers?

Our enterprising environment needs your expertise to facilitate Colliers’ continued growth as an industry leader. Our nimble, decentralized culture can provide you with a wealth of opportunities to learn about our business and quickly gain experience to accelerate your career.

About You
 

You are a highly organized and detail-oriented professional who thrives in a fast-paced, client-focused environment. You enjoy coordinating multiple priorities, building strong relationships, and supporting complex projects from inception through completion. You bring excellent communication skills, a proactive mindset, and the ability to anticipate needs before they arise. You are equally comfortable working independently and as part of a collaborative team, with a passion for delivering exceptional service and continuously improving processes through technology and innovation.

In this role, you will…

Administrative

• Proficiency in MS Word, Excel, PowerPoint, Adobe Acrobat, and industry-specific software (i.e. Procore)
• Excellent oral and written communication skills
• Excellent organizational, planning, and prioritization skills
• Management and organization of construction documents, as-builts, shop drawings, submittals, CAD files, etc.
• Certificates of Insurance for all trades working on a job
• Permits, records of inspection, Certificate of Occupancy
• Research and Prequalification Duties
  • Conduct research to identify potential:
    • General contractors
    • Subcontractors
    • FF&E vendors and suppliers
  • Evaluate qualifications and determine suitability for the project
  • Draft and issue Requests for Qualifications (RFQ) documents
  • Contact and follow up with professional references
  • Recommend qualified contractors and vendors to the Project Manager for inclusion in the RFP process
• Proposal preparation
  • Requests for Proposals (RFPs)
  • Project Management Proposals
  • Creation/revision of PowerPoint presentations and/or supplemental marketing materials to accompany PjM Proposals
• Legal documents
  • Draft and edit various legal documents
    • Work with Colliers Legal Counsel to coordinate review and approval of documents
  • Project Management Agreements
    • Work with Colliers Legal Counsel to maintain updated templates that can be used as legally binding agreements
  • GC contracts
  • Vendor contracts
• Budgets and Billing
  • Monthly invoicing and income tracking
  • Monitor and manage aged receivables; communicate with clients regarding overdue invoices to ensure timely payment
  • Bid leveling
  • Project budgets
    • Review General Contractor’s proposals and create project budgets
    • Create and update full project cost summaries, which include construction costs, soft costs (FF&E), design and PjM fees, etc.
  • Applications for Payment from GCs
• Meetings
  • Schedule and host virtual meetings
  • Pre-bid meetings and agendas
  • Pre-construction meetings and agendas
  • Management of weekly or as-needed project meetings
  • Document detailed summaries during all calls and meetings to support the Project Manager with accurate reference and project documentation
  • Meeting minutes
• Project logs
  • Act as a liaison between the General Contractor and Owner/Tenant to facilitate the exchange of information and route documents for review and approval
  • Change Orders
  • Submittals
  • Requests for Information (RFI)
• Project Closeout
  • Post-mortem
  • Warranties and equipment manuals
  • Lien waivers

Project Management

• Provide dedicated support to a team of project managers to maximize their time and productivity
• Assist with various project management duties
• Follow up with all project stakeholders to ensure completion of assigned action items
• Develop and maintain centralized workflows to track all open action items across project teams
• Client-facing activities when necessary
• Travel within the U.S. (including out-of-state) to conduct site visits and support the Project Manager during onsite meetings
• Due diligence
• Build and maintain client relationships
• Client communication and support
  • Serve as a primary point of contact for clients, alongside the Project Manager, to address questions and provide timely project-related updates
• Represent the Colliers project management brand

Marketing

• Work with the marketing team to create a new team website
• Provide stats and content for the team website
• Project finish photos
• Social media marketing
• Process Improvement
  • Research applications of AI to identify opportunities for improving workflows, efficiency, and project management processes; implement appropriate applications
• Use virtual photo albums to help clients visually track the progress of their projects in one place without visiting the site
• Utilization of Microsoft Teams (pre-pandemic) vs. Free Conference Call dial-in for client meetings
• Streamlined efficiency through document organization
• Create marketing presentations for potential or existing clients, showcasing relevant projects for business development purposes
• Maintain and update Project Management team bios and professional information for internal records and external publications

What you’ll bring

• 3+ years of experience supporting project management, construction, commercial real estate, architecture, engineering, or a related professional services environment.
• Exceptional organizational, planning, and time management skills with the ability to manage multiple projects and competing priorities simultaneously.
• Excellent written and verbal communication skills with a strong customer service orientation and the ability to build relationships with clients, consultants, contractors, and internal stakeholders.
• Advanced proficiency in Microsoft Office Suite, including Excel, Word, PowerPoint, and Adobe Acrobat; experience with project management software such as Procore is preferred.
• Experience coordinating project documentation, contracts, budgets, invoices, meeting minutes, RFIs, submittals, change orders, and other project administration activities.
• Strong analytical and problem-solving skills with a keen attention to detail and commitment to accuracy.
• Ability to work independently while supporting multiple Project Managers in a collaborative, deadline-driven environment.
• Experience preparing proposals, presentations, and client-facing materials with a professional level of quality.
• Interest in leveraging technology, automation, and AI tools to improve workflows, efficiency, and the client experience.
• Willingness to travel periodically to project sites and client meetings throughout the United States as business needs require.

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Make your next move an expert one and join us as we lead the industry into the future.

Applicants must be currently authorized to work in the United States on a full-time basis. The employer will not sponsor applicants for work visas.

Applications will be accepted on an ongoing basis.

Direct applicants only please, no agencies.

Colliers respects diversity and is an equal opportunity employer. No employee or applicant for employment will be discriminated against on the basis of any actual or perceived membership in any protected category including race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth, related medical conditions and lactation), gender identity or gender expression (including transgender status), sexual orientation, marital status, military service and veteran status, disability, protected medical condition as defined by applicable state or local law, genetic information, or any other characteristic protected by applicable federal, state, or local laws and ordinances. If you are a qualified applicant who requires reasonable accommodation to complete a job application, pre-employment testing, a job interview or to otherwise participate in the hiring process, please contact [email protected] for assistance.