Office Administrator

at  Stantec

DESCRIPTION

We’re active members of the communities we serve. That’s why at Stantec, we always design with community in mind.
Stantec is looking for an organized, friendly, and self-motivated Office Administrator to provide administrative leadership and facilitate office operations within our over 100-person London, Ontario office. The successful candidate will work proactively with the Office Leader and will be responsible for the office’s facility operations, health and safety coordination, IT coordination and employee engagement initiatives.

YOUR CAPABILITIES AND CREDENTIALS

• Excellent computer skills – MS Office
• Ability to foster and encourage a healthy working environment for all
• Customer service centric approach to working with internal and external clients
• Experience with managing multiple vendors
• Problem-solving and investigation skills
• Strong multi-tasking skills with the ability to prioritize and organize multiple concurrent tasks
• Must be proactive and willing to take initiative
• Able to operate independently in a fast-paced, multi-disciplinary environment
• Ability to self-educate by reading policies, regulations and guidelines
• Able to work with diverse teams and people
• Excellent written and verbal communication skills
• Valid full Class G Driver’s License

EDUCATION AND EXPERIENCE

• College Diploma or equivalent with minimum of 3 years experience as an Office Administrator; or an equivalent combination of education and related experience (i.e., High School Diploma plus 5 years experience)

In this position, you will be responsible for diverse functions that include but are not limited to the following:

• Staff the front reception desk, answer telephone calls, greet clients and receive incoming and outgoing mail and parcel delivery.
• Work with internal office staff and leadership to assist with office/facility-related needs.
• Act as the primary contact for building property management and ensure implementation of preventive, ongoing and anticipated maintenance/repair programs.
• Manage third-party vendors and orders for office supplies, printing supplies, furniture, and coordinate 3rd party suppliers for parking, coffee and kitchen supplies and miscellaneous items.
• Obtain quotes and manage the procurement process for any facility improvements.
• Ensure all site management and operations practices comply with Stantec standards.
• Develop and maintain strong, positive relationships with the office leadership and staff.
• With support from the office social committee, lead and promote the office social activities including developing social activities and managing bookings and obtaining supplies.
• Coordinate assignment and set-up of new employee’s workspace and initial requirements, such as PPE requirements and equipment procurement and tracking.
• Assist with office/project document control including digital filing, offsite storage and archiving.
• Coordinate activities associated with “Stantec in the Community” week.
• Assist groups with administrative duties, when required.
• Office Safety and Environment Coordinator (OSEC) with local HSSE requirements.