Office Manager
Stantec Buildings is on a mission to become the world’s leading integrated design practice. Our architects, engineers, interior designers, sustainability specialists, and technologists are passionate about the power of design. We take an innovative, collaborative approach to projects, sharing a common belief that sustainable design for the built environment can make the world a better place for future generations. Join us and design your place with Stantec.
Your Opportunity
As an Office Manager, you will work full-time from our Honolulu office. This position handles daily operations and supports the Regional G&A & Shared Services business line.
Your Key Responsibilities
- Order supplies and maintain fully stocked office.
- Develop and implement office policies by setting up procedures and standards to guide the operation of the office.
- Be the main point of contact for building management and maintenance, submit work orders and coordinate access for deliveries & repairs as needed. Conduct facility or office inspections as required.
- Manage relationships with vendors and service providers.
- Provide support on new hire orientation and other HR compliance-related activities.
- Participate actively in the planning and execution of company events, including community engagement activities.
- Act as reception, greet visitors and assist with visiting staff.
- Coordinate Office Spaces for visiting staff and new hire on-boarding meetings.
- Support the Office Safety Environmental Coordinator (OSEC) for the HSSE Program and respond to HSSE requests in a timely and effective manner. When OSEC is unavailable, Conduct HSSE Program orientation for new employees and bring relevant items forward at OSEC meetings.
- Maintain secured files and databases for facilities and HSSE to include but is not limited to forms, reports, and training records required by the HSSE Program.
- Assignment and coding of invoices related to facilities, general supplies and HSSE.
- Provide customer service support to internal and external clients, vendors and walk-in visitors.
- Ensure kitchen, utility areas and meeting rooms are kept clean, tidy, stocked, and prepared for daily use and functions.
- Maintain conference rooms and AV equipment. Provide support for conference room AV systems, able to troubleshoot and solve connectivity problems or coordinate with an outside vendor if needed.
- Mail distribution to office employees.
- Maintain record storage inventory and destruction.
- Assist with IT support.
- Support other Shared Services projects, activities and administrative tasks as needed.
Your Capabilities and Credentials
- Strong interpersonal, written and verbal communication, and organizational skills.
- Self-starter able to multitask, delegate, and prioritize workload.
- Attention to detail a must.
- Excellent customer service and presentation skills.
- The ability to work well under pressure, deal with difficult situations and/or people, take initiative, demonstrate organizational and detail-oriented skills and juggle multiple responsibilities in a deadline-driven environment.
- Proficiency with Word, Excel, PowerPoint, Outlook, Adobe, Bluebeam, SharePoint and Microsoft Teams.
- Ability to assist in rearranging office furniture.
- Some lifting of file boxes and packages up to 25 pounds may be necessary.
- Flexibility in schedule to come in early or stay late for specific needs / events. Typical hours to be 8:00am – 5:00pm. Must be in office during typical office hours. This is not a hybrid position.
- A positive, proactive attitude, high-energy level, flexibility, dependability and willingness to learn new skills and be a team player.
- The ideal candidate has the ability to work with initiative, professionalism and confidentiality, and is able to work independently and adapt to change in a dynamic office environment.
Education and Experience
- Minimum of 5 years of experience in an office environment or other setting with administrative duties, preferably facilities coordination or management
- High school diploma required
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. #DesignYourPlace