Office Administrator/Administrative Assistant
Grow with the best. Join a smart, creative, and inspired team that works to support operational excellence. The Stantec community unites more than 28,000 employees working in over 400 locations across 6 continents.
Your Opportunity
We have an exciting opportunity in our Butler, Pennsylvania office, for a Front Desk/Reception Administrative Assistant. This is a full-time position working 5 days a week in the office.
Your Key Responsibilities
- Works with the Shared Services Business Center to support the Butler office which contains multiple business lines under the oversight of the Office Leader.
- Be present to sit at the Reception Desk during Office Hours. Present a positive and professional image of the office to all visitors, suppliers, inquiries, and other persons.
- Answer Incoming calls and redirect each call appropriately.
- Identify and redirect voice mails received thru Stantec’s Main/General phone number.
- Greet Visitors and notify appropriate staff of their arrival.
- Instruct Visitors of Stantec’s Sign-in/out process.
- Copying and E-filing of daily sign-in/out sheets in compliance with Stantec ‘s Emergency Response Plan and Safety requirements.
- Basic office clerical duties including typing, printing and scanning.
- Provide administrative assistance to Stantec Management and Staff as needed.
- Travel arrangements for staff as needed.
- Coordinate logistics (e.g. food/beverage, catering, room setup/teardown, etc) of senior leadership team and any programs including meetings, seminars, workshops, special projects, conferences, and events in which they may attend.
- Review documents, reports, and correspondence for format, content, grammar, and spelling – making edits when necessary.
- Support bulk printing that may occur in-house (large format drawings, specifications, reports, etc).
- Monitor and coordinate reserved parking space guidelines.
- Mail room support including:
- Knowledge of Stantec processes for mailings and delivery services and support as required.
- Recording and proper distribution of daily mail and packages received.
- Knowledge of Stantec processes for mailings and delivery services and support as required.
- Facility support including:
- Coordinate with building maintenance as required.
- Coordinate outside service calls.
- Coordinate testing of building services (fire alarm, elevator drop tests, etc) as required.
- Coordinate with building maintenance as required.
- Participate in the organization of social events.
- Maintain all conference rooms ensuring they are organized and clean after each meeting.
- Assist, as needed, all Lunch and Learns and other meetings as requested.
- Order internal lunches upon request.
- Monitor and order office and kitchen supplies on an “as needed” basis.
Your Capabilities and Credentials
- Strong knowledge of office procedures and practices, with high proficiency in MS office including Word, PowerPoint, Excel, and Outlook.
- Knowledge of Microsoft Teams not required but preferred.
- Ability to work with initiative, professionalism, and confidentiality, and can work independently, multi-task and adapt to change in a very dynamic environment.
- Possess a “can do” and “will do” attitude while taking charge of any assignment given.
- Must have worked in a team environment and understands the importance of being a team player.
- Sharp thinker with a keen attention to detail along with strong written and verbal communication.
- Excellent analytical and problem-solving skills.
- Experience working in a design and/or construction company is not required but preferred.
- Interest and ability to help with promotional materials (e.g. flyers, marketing graphics, prints, etc) is not required, but preferred.
Education and Experience
- Minimum High School Education.
Typical office environment working with computers and remaining sedentary for long periods of time.
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.