Office Administrator

Our Boston, MA office is located in the heart of Boston, steps away from Post Office Square, the Old State House, Downtown Crossing and Faneuil Hall. The office is a commuter’s dream, being only a 5-min walk from all subway lines (Red, Orange, Green, and Blue), and within easy walking distance from both North and South Stations. Office amenities include secure bike storage, a shower room, lockers, and employee lounge space looking over historic architectural buildings and features of downtown Boston.

Employees working here have access to flexible working spaces, including conference rooms, breakout rooms, open collaboration spaces, and many seating options with advanced AV to make hybrid meetings a breeze. With coffee shops and restaurants in all directions, the choices are never-ending for expanding your horizons. Take a walk during lunch to sit in the Boston Common, or to watch float planes and other aircraft take off near the Aquarium overlooking the Boston Harbor. The city is electric, full of events and things to experience, and that energy powers our office vibe.

Your Opportunity

As our office administrator, you will take on the vital role of being the first impression and representation of our Boston office!

The ideal candidate will understand and demonstrate excellence in both internal and external communication with staff and visitors, along with providing timely, accurate, and professional administrative support in keeping with Stantec’s high standards. The role reports to our Office Manager and supports the Office Leader on various initiatives within the workplace.

This position is a full-time role (40hrs/week) in Stantec’s Boston office at 40 Water St., Monday through Friday 8 AM to 5 PM.

Your Key Responsibilities

There are three (3) key areas of responsibility for this role:

Receptionist Responsibilities

• Greets visitors and staff and creates a professional, welcoming atmosphere by maintaining a presence and consistently monitoring the front entrance.
• Ensures organization and cleanliness of the reception area, communal space, conference rooms and supply areas.
• Communicates corporate and cultural initiatives to staff and clients in a timely manner.
• Responsible for incoming and outgoing daily mail, FedEx, certified mailings, and deliveries.
• Refers and directs calls, emails and visitors as required.

Administrative Responsibilities

• Assists in scheduling meetings, catering, and events for staff when requested.
• Provide support for new hire orientation and related activities.
• Responsible for maintaining inventory and managing our loaner equipment program.
• Working with the Office Manager to record office metrics and identify purchase trends.
• Assists with addressing office equipment issues including assisting IT with support of conference room AV equipment.
• Provides general administrative support to Stantec staff as needed.
• Support other special projects and activities as assigned.

Office Safety Support Responsibilities

• Work with Office Manager and Office Leader to maintain corporate HSSE policies including filing system, reporting and office inspection.
• Provide guidance to all Boston-based staff on Stantec’s Health & Safety Policy and practices:
  •  Act as a local resource for HSSE comments and suggestions.
  •  Assist with the ordering, tracking and distributing of Personal Protective Equipment (PPE).