Office Coordinator
Communities are fundamental. Whether around the corner or across the globe, they provide a foundation, a sense of place and of belonging. That's why at Stantec, we always design with community in mind.
We care about the communities we serve—because they're our communities too. We're designers, engineers, scientists, and project managers, innovating together at the intersection of community, creativity, and client relationships. Balancing these priorities results in projects that advance the quality of life in communities across the globe.
Your Opportunity
This is a full-time Monday to Friday, office-based position in our Dartmouth office. The Office Coordinator is instrumental in ensuring an efficient, safe, and welcoming workplace for staff, clients and visitors. You will be a ‘go-to’ person in the office.
Reporting to the Office Manager you will carry out duties and tasks related to office administration including new hire orientation, facility maintenance requests, coding invoices, maintaining plotter and printers, tidying shared spaces (kitchens, meeting rooms, and hoteling spaces), assisting with timecards as required, requesting ergonomic adjustments, reception coverage as needed, and assisting with staff events.
Your Key Responsibilities
- Welcoming new hires on their first day, providing a tour, helping with their initial log in, and being a point of contact for the new hire as they onboard throughout their first week.
- Receiving building maintenance requests from staff and coordinating with property managers as required.
- Coding invoices accurately and timely.
- General office maintenance, including but not limited to: maintaining printers and plotter; tidying and stocking shared spaces like kitchens, meeting rooms, and hoteling spaces.
- General office support, including but not limited to: reception coverage as needed, timecard administration, coordinating ergonomic adjustments, updating floor plans, updating our Safety Notice Boards, helping employees book meeting rooms and hotel spaces as required, assisting with meeting and catering set-up and clean-up, administrative support (printing, formatting, binding documents, as required).
- Assist with the coordination of events and functions.
Your Capabilities and Credentials
- Friendly, respectful, and positive in nature.
- Emotional intelligence and navigating workplace dynamics effectively.
- Clear and effective verbal and written communication and active listening skills.
- Collaboration - working well with others, contributing to team efforts, and building on each other’s ideas.
- Adaptability and openness to change with excellent organization and time management skills, including the ability to multi-task and prioritize work.
- Intermediate knowledge of Microsoft Office, with the ability to learn new systems easily.
- Initiative and self-starting to identify opportunities to provide support pro-actively to the business.
- Promote and contribute to a sense of community, fun and team spirit.
- Regularly interact and engage with other members of the office.
- Occasionally lift boxes and supplies weighing up to 50 pounds.
Education and Experience
- Qualification in relevant discipline such as Business/Office Administration or equivalent relevant experience.
- Some demonstrated experience delivering excellent administration and office management services is preferred but not a pre-requisite.
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.