Office Administrator

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 22,000 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.