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Form of workGrow with the best. Join a smart, creative, and inspired team that accomplishes operational excellence. Bringing together individuals with diverse backgrounds, talents, and expertise, our 28,000 team members in over 400 locations worldwide are vital to making our Company stronger.
Your Opportunity
We are looking for a talented and experienced office Receptionist/Administrative Assistant who wants to be part of a purpose-driven organization that's focused on helping our clients, colleagues and communities thrive. Our people are Stantec's most valuable resource, and in joining our team you will be able to leverage your career experiences and expertise within a culture that values inclusion, celebrates shared success, and applauds ambition.
This Receptionist/Administrative Assistant requires a professional, proactive individual with administrative expertise to provide the receptionist role and administrative support to our multidiscipline office and employees of Stantec. This position will play a key role by providing support to the regional Stantec team(s) and assisting with daily office operations.
Key responsibilities may include:
- Being in the office daily to meet and greet clients and visitors on behalf of Stantec and maintain visitor logs.
- Ensure reception area and meeting rooms are well presented.
- Coordinate delivery of mail/couriers and preparing outbound mail/couriers.
- Ensure prompt, efficient, and courteous handling, and routing of telephone calls.
- Assist as HR Liaison, posting and disseminating HR information for employees.
- Support new employee orientation and onboarding.
- Facilitate Service Award recognitions.
- Assist the Office Safety & Environmental Coordinator (OSEC) with various safety initiatives which may include verifying staff attendance during emergency drills, updating safety information posted throughout the office, etc.
- Arrange appointments, meetings, and vendor presentations (including catering, venues, and participants) as required.
- Serve as point of contact for office vendors/suppliers.
- Ensure kitchen, utility areas, guest workspaces, and conference rooms are kept clean, organized, stocked, and prepared for daily use and functions.
- Maintain a clean and organized front desk and upkeep of conference rooms by pushing in chairs, clearing out trash and putting away AV equipment throughout the day.
- Maintain sign-out logs and distribution of digital cameras, technology, and other general office equipment.
- Order and set up food for meetings and events, ensure food is removed and cleaned up from meeting areas in a timely manner. Assist in planning and facilitating office events.
- Coordinate "lunch & learn" meetings with vendors and schedule invitations to staff in the Outlook calendar.
- Schedule and coordinate meetings and monitor conference room availability. Resolve conference room scheduling issues.
- Schedule and coordinate temporary workspaces as needed. Monitor availability and resolve scheduling issues.
- Monitor activities at reception and notify Office Leader of building or security issues.
- General administrative assistance to staff as time and experience allows (submitting expense reports, booking travel, helping with timecard administration, submitting expenditure requests and other duties as needed).
- Manage office inventory and order office supplies.
- Maintain record storage inventory and destruction.
- Maintain office equipment, performing or scheduling maintenance and repairs as needed.
- Assist with coordinating staff travel itineraries and arrangements.
- Process invoices and orders.
- Perform clerical tasks including data entry, filing, photocopying, scanning etc.
- Formatting and reviewing reports, memos, proposals, etc. to Stantec and/or client standards.
- Printing, sorting, binding, and shipping submittals/deliverables.
- Point of contact for Stantec in the Community (annual event) and other corporate/office events as determined.
- Various other administrative tasks.
Your Capabilities and Credentials
- Professional appearance with friendly, helpful, people-oriented demeanor with interest to act as a resource for others and a pleasant phone voice.
- Good attitude and excellent customer service skills.
- Ability to multi-task and work well under pressure essential.
- Must have strong organizational skills with confidence in problem solving.
- Intermediate to advanced proficiency with Microsoft Word, Excel, PowerPoint, and Adobe Acrobat Pro.
- Proficient in Microsoft Outlook, including managing calendars, and using Microsoft Teams and SharePoint sites.
- Possess excellent communication skills both written and oral.
- Consistently produce and deliver tasks on time.
- Ability to work with a variety of people at different levels in a professional and productive manner.
- Strong ability and willingness to learn new things and apply them to everyday tasks and show initiative and ownership of tasks.
- Flexibility in schedule to work earlier or later to produce/finalize/submit project and client deliverables, set up/break down occasional meetings or events, and various other needs.
- Versatility, flexibility, and willingness to work within frequently changing priorities.
- Must be willing and able to take initiative when needed.
- Requires administrative experience, reading, writing, grammar, math, and good clerical and communication skills.
Education and Experience
- Education: High School Diploma or GED equivalent required
- Experience: Minimum of 2-3 years related experience
This description is not a comprehensive listing of activities, duties or responsibilities that may be required of the employee and other duties, responsibilities and activities may be assigned or may be changed with or without notice.
Stantec is a place where the best and brightest come to build on each other's talents, do exciting work, and make an impact on the world around us. At Stantec, we live our corporate values every day.
Join us and redefine your personal best.
