Business Centre Administrator at Stantec

Hastings, Hawke's Bay, New Zealand -

Full Time

Start Date

Immediate

Expiry Date

28 Jun, 26

Salary

0.0

Posted On

30 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Customer Service, Administrative Support, Meeting Coordination, Document Finalization, Minute Taking, Presentation Preparation, Telephone Etiquette, Timesheet Management, System Maintenance, Photocopying, Binding, Health Safety Security and Environment (HSSE), Onboarding, Offboarding, Expense Reporting, Microsoft Word

Industry

Business Consulting and Services

Description

Hastings – Part Time, 24 – 32 hours, Flexibility with hours & days (Wednesday is required) Stantec is a global leader in sustainable engineering, architecture, and environmental consulting. The diverse perspectives of our partners and interested parties drive us to think beyond what’s previously been done on critical issues like climate change, digital transformation, and future-proofing our cities and infrastructure. The opportunity We’re looking for a vibrant, personable, and motivated individual to join our Hastings team as a Business Centre Administrator. In this role, you’ll be the face of our office based at reception — delivering outstanding customer service and keeping our water & transport business running smoothly. If you thrive in a fast-paced environment and enjoy connecting with people, this is the perfect opportunity to bring your energy and professionalism to our friendly workplace. In this role you'll provide Deliver administrative support in line with the above, upholding quality and marketing standards at all times. Welcome and host clients on behalf of Stantec when required. Arrange Business Centre or office-wide meetings, including coordinating catering, managing venue bookings, event logistics and attendees as necessary. Organise and draft office-wide correspondence as needed. Assist with managing meeting room bookings and setting up rooms on behalf of staff as needed. Ensure all proposals, reports, and documents are finalised punctually and meet required quality standards (including meeting Stantec formatting requirements). Attend meetings and record minutes for both internal and project-related sessions as required. Prepare organisational charts, graphs, and presentation materials when needed. Handle messages and deliveries promptly, efficiently, and with courtesy. Provide backup administrative support for other team members in the office or across the country as needed. Assist with managing fleet vehicles and maintenance requirements. Manage incoming and outgoing telephone calls as required. Follow up with staff to confirm timesheets are accurately completed. Maintain effective administrative systems within the Business Centre. Carry out photocopying and binding of proposals, reports, and business documents. Support Business Centre Leads with Health, Safety, Security, and Environment (HSSE) tasks and induction for new staff as needed. Assist Group or Team Leads in addressing and resolving Business Centre-specific HSSE corrective actions. Help with the onboarding and offboarding of staff, including setting up workstations as required. Ensure all Hastings-based staff are trained to use the Stantec Oracle system for submitting both credit card and cash expenses. Undertake project-related tasks as assigned by Sector teams. Coordinate and create photo montages and special images for inclusion in reports and proposals. Share relevant updates with marketing and communications teams regarding new project wins, new staff, and opportunities. About you To be successful in the role, you will have experience in a comparable team administrator position, be self- motivated and have excellent Microsoft Office skills, particularly Word, Excel, and PowerPoint. If you have superior time management skills, the ability to prioritise, be well organized and capable of adhering to processes relating to quality, cost, health, safety, security and marketing standards, we want to hear from you. What we offer: At Stantec, we take your growth and fulfilment seriously. We’re proud to offer many supportive benefits, including: Professional development and support Salary sacrifice leave: purchasing up to an extra four weeks of leave and provision for school term contracts. Learning and talent development programmes, including global, online, and on-the-job opportunities Service recognition awards Wellbeing and connection opportunities Health insurance, income continuance insurance, and life insurance Employee assistance program Office Social Club and events About Stantec: The Stantec community unites approximately 34,000 employees working in over 450 locations across six continents. We collaborate across disciplines and industries to bring buildings, energy, resources, water, environmental, transport and infrastructure projects to life. Our work from initial project concept and planning through design, construction, and commissioning begins at the intersection of community, creativity, and client relationships. How to apply Please apply directly online. Applications close on Friday 17th April, however we will be reviewing and interviewing applicants as we go. .

Responsibilities

The administrator will serve as the office's primary contact, delivering outstanding customer service and ensuring the smooth operation of the water & transport business through various administrative tasks. Key duties include managing correspondence, coordinating meetings, finalizing documents to quality standards, and supporting HSSE tasks and staff onboarding/offboarding.