Administrative Assistant / Receptionist

Job title: Administrative Assistant / Receptionist

Job description: Administrative Assistant / Receptionist – ( 210001H5 )

Description

Grow with the best. Join a smart, creative, and inspired team that accomplishes operational excellence. Bringing together individuals with diverse backgrounds, talents, and expertise, our 22,000 team members in over 350 locations worldwide are vital to making our Company stronger.

Your Opportunity

As an Administrative Assistant, your role will be to provide administrative support in a variety of areas for our Saskatoon office.

Your Key Responsibilities

Admin Support

Coordinate and order marketing materials in coordination with office leader and regional marketing/communications team.

Assist with onboarding any new hires or employee transfers.

Assist with document formatting, printing, and preparing correspondence, reports and proposals.

Support staff with travel arrangements and expense claims.

Accounts Payable and Receivable

Coordinate accounts receivables with corporate accounting team for coding.

Manage the logistics of received cheques by directing to corporate accounting.

Support project managers in tracking and preparing professional services invoices to clients.

Process sub-consultant invoices, handle enquiries/discrepancies, and coordinate with financial team staff to ensure payment

Facilities Coordination

Coordinate with outside vendors and contractors for services, maintenance and repairs to office and equipment and oversee contractors performing work within the office.

Implement and investigate routine and preventive office maintenance.

Order printer supplies and manage maintenance issues including equipment replacement and repairs.

Set-up workstations and offices for new employees to make sure that the workstation is clean and equipped with chair, pedestal with the correct key, garbage bin, recycling bin, telephone, desk stationery and name tag, and liaise with IT for computer set-up.

Manage and update seating plans.

Ensure the office maintains a professional appearance.

Maintain inventory of stationery, office and kitchen supplies, and maintain all print rooms.

Events Coordination

Assist local management team with the booking and coordination of both social and work-related events.

Coordinate with corporate events team.

Receptionist

Greet guests (ie. go over Health and Safety visitor information and provide visitor pass, find seating if required).

Manage the office switchboard.

Support office by scheduling meetings, booking meeting rooms, handling special requests (ie. catering), setting up and cleaning up meetings rooms.

Process incoming mail and prepare outgoing mail (create mailing labels if required).

Manage logistics of collecting and disbursement of cell phones.

Maintain Saskatoon staff directory.

Coordinate and support Information Technology (IT) updates with staff.

Qualifications

Your Capabilities and Credentials

Excellent customer service skills.

Positive and proactive attitude.

Dependability and punctuality.

Excellent organizational skills and attention to detail.

Flexibility to learn new skills.

Ability to lift 15-25 lbs of office supplies.

Proficiency in MS Office Suite. Strong Microsoft Word skills are required.

Education and Experience

Post-secondary education in administration or related field. Minimum 3 years of experience in an office administration role.

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.

Primary Location : Canada-Saskatchewan-Saskatoon

Job : Administrative Support

Organization : BC-1183 Shared Services-CA Saskatoon SK

Employee Status : Regular

Job Level : Individual Contributor

Travel : No

Schedule : Full-time

Job Posting : Jun 11, 2021, 6:53:50 AM

Req ID: 210001H5

Stantec provides equal employment opportunities to all qualified employees and applicants for future and current employment and prohibit discrimination on the grounds of race, color, religion, sex, national origin, age, marital status, genetic information, disability, protected veteran status, sexual orientation, gender identity or gender expression. We prohibit discrimination in decisions concerning recruitment, hiring, referral, promotion, compensation, fringe benefits, job training, terminations or any other condition of employment. Stantec is in compliance with local, state and federal laws and regulations and ensures equitable opportunities in all aspects of employment. EEO including Disability/Protected Veterans

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