Office Administrator

Description

We're active members of the communities we serve. That's why at Stantec, we always design with community in mind .

The Stantec community unites approximately 28,000 employees working in over 400 locations across six continents. Our work-engineering, architecture, interior design, landscape architecture, surveying, environmental sciences, project management, and project economics, from initial project concept and planning through design, construction, and commissioning-begins at the intersection of community, creativity, and client relationships. With a long-term commitment to the people and places we serve, Stantec has the unique ability to connect to projects on a personal level and advance the quality of life in communities across the globe. Stantec trades on the TSX and the NYSE under the symbol STN. Visit us at stantec.com or find us on social media.

Your Opportunity

We are currently seeking an Administrative Assistant. This person is an experienced, highly motivated individual with strong administrative expertise to provide front desk and administrative support to our networked office and employees of Stantec as required. This position will play a key role by providing support to the local team and assisting with all office operations.

As an integral member of the administrative team, the Administrative Assistant is the first point of contact for our company, both over the phone and in person. This includes responsibility for a presentable lobby and office areas, assisting guests, directing vendors and responding to general requests. This position also performs word processing duties for the design consulting staff, and maintains the quality and format of correspondence, reports, and proposals, produced to ensure that firm standards are met. The receptionist must have a professional presentation, superior interpersonal skills over the phone and in person, and must thrive in a fast-paced, results-driven, ever-changing environment.

Your Key Responsibilities

• Performs word processing duties in a timely manner and maintains the quality and format of correspondence, reports, proposals, etc., that are produced to ensure that the firm's standards are met.

• Operates telephone switchboard to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments.

• Greets persons entering establishment, determines nature and purpose of visit, and direct or escort them to specific destinations.

• Maintains office areas and keeps conference rooms in a clean, orderly appearance.

• Schedule appointments, meetings, book conference rooms and maintain Outlook calendars.

• Opens and closes reception.

• Directs incoming and outgoing deliveries in many formats. Collects, sorts, distributes, or prepares mail, messages, or courier deliveries.

• Composes letters, reports, forms or other material from rough copy, corrected copy, email or electronic format, or voice recording.

• Works on technical material, preparing engineering, survey, or construction documents.

• Creates, maintains, and enters information into databases, such as proposals/project opportunities, contracts, and submittals.

• Schedules travel arrangements for management.

• Issue checks as requested for project related expenses.

• Prepare expenditure requests for staff memberships and other various needs.

• Responsible for new employee orientation, and other onboarding duties.

• Manage and promote various employee programs, including social and community engagement activities.

• Oversee the supply room and print room, ordering new supplies as needed.

• Various other administrative tasks.

• Leads and coordinates the office's Health and Safety program and assuring the local office is meeting corporate policies and procedures.

Qualifications

Your Capabilities and Credentials

• Requires administrative experience, reading, writing, grammar, math, and good clerical and communication skills.

• Requires skills in using computer applications for word processing, spreadsheets, databases, internet navigation, e-mail, and calendars.

• Intermediate to advanced proficiency with Microsoft Word, Excel, PP and Adobe Acrobat Pro.

• Proficient in Microsoft Outlook, including managing calendars, and using TEAMS.

• Excellent proofreading and editing skills. Keen attention to details.

• Exceptional organizational and prioritizing skills.

• Requires a friendly, welcoming personality and professional demeanor, and social skills such as coordination, event planning, service orientation, and social perceptiveness.

• Highly flexible and able to work efficiently in a high-volume, deadline-driven environment.

• Team player that is focused brings a positive attitude and is committed to collaboration and communication.

Education and Experience

• Associate degree preferred or equivalent combination of education and experience will be considered.

Typical office environment working with computers. Field work may include exposure to the elements including inclement weather.

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 at any time 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. Join us and redefine your personal best.

Pay transparency laws require employers to provide the following information for positions that may be in the following jurisdiction(s):

Salary Range(s):

• $24.04 Per Hour - $33.65 Per Hour Min/Max Pay Range(s) for postings located in NYC/NY

The final agreed upon compensation is based on individual education, qualifications, experience, and work location. At Stantec certain roles are bonus eligible.

Benefits Summary: Regular full-time and part-time employees have access to medical, dental, and vision plans, a wellness program, health saving accounts, flexible spending accounts, 401(k) plan, employee stock purchase program, life and accidental death & dismemberment (AD&D) insurance, short-term/long-term disability plans, emergency travel benefits, tuition reimbursement, professional membership fee coverage and paid family leave. Regular full-time and part-time employees will receive ten paid holidays in each calendar year. In addition, employees will be eligible to accrue vacation between 10 and 20 days per year and eligible for paid sick leave (and if more generous, in accordance with state and local law).

Temporary/casual employees have access to 401(k) plans, employee stock purchase program, and paid leave, in accordance with state and local law.

The benefits information listed above may not