Administrative 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.

**This position is hybrid (4 days on-site) based out of our Indianapolis, IN office**

Who you are

We are looking for a motivated and driven individual to support our brokerage team with client relationship management, transaction management, and client lease portfolio analysis.

In this position, you will be supporting marketing, operational duties and transactional management with a high level of business acumen and entrepreneurial spirit - which means YOU will be an integral part of the team's success.

What you bring

• At least 2+ years of administrative experience in a profession services environment (such as real estate, sales, legal, architectural, construction)

• Strong organizational, process orientation and time management skills

• Excellent written and verbal communication skills and interpersonal skills

• High proficiency in Microsoft Office - Word, Excel, PowerPoint, Outlook. Adobe InDesign a plus

Bonus skills and experience

• Experience working with corporate clients or occupiers of real estate

What success looks like

• Calendar & Travel Management: Coordinate complex calendars, prioritize engagements, book domestic/international travel, and prepare detailed itineraries.

• Expense & Invoice Processing: Prepare, submit, and reconcile expense reports; liaise with finance to ensure timely invoicing.

• Proposal & Presentation Coordination: Develop and review pitch decks, RFP responses, and executive summaries; ensure consistency with Colliers branding and the team's high-impact style.

• ProjectTracking: Maintain project trackers (e.g., in CRM or SharePoint), oversee deliverable deadlines, and provide proactive follow-up.

• File & Database Management: Organize and update client files, manage distribution lists, and ensure data integrity across platforms (CRM, client portfolio technology etc.)

• Client Liaison: Serve as first point of contact for clients; coordinate information requests, schedule meetings, and distribute post-meeting summaries.

• Meeting Preparation: Assemble meeting briefs, secure site-visit logistics, and collate presentation materials.

• Follow-Up & Reporting: Draft client correspondence, monitor project milestones, and prepare periodic KPI reports on book-of-business growth and retention.

#LI-AS1

#LI-Hybrid

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.

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 accommodations@colliers.com for assistance.