Office Administrator

Your Opportunity

We are seeking a dynamic and detail-oriented Office Administrator who will take on the vital role of being the first impression and representation of our Boston office!

The ideal candidate will understand and demonstrate excellence in both internal and external communication with staff and visitors, along with providing timely, accurate, and professional administrative support in keeping with Stantec’s high standards. The role reports to the Office Manager and supports the Office Leader on various initiatives within the workplace.

This position is a full-time in-person role (40hrs/week) in Stantec’s Boston office at 40 Water St., Monday through Friday 8 AM to 5 PM.

Your Key Responsibilities

The individual will perform three key areas of responsibility:

Receptionist

• Greet visitors and staff and create a professional, welcoming atmosphere by maintaining a presence and consistently monitoring the front entrance.
• Ensure organization and cleanliness of the reception area, communal space, conference rooms and supply areas.
• Communicate corporate and cultural initiatives to staff and clients in a timely manner.
• Responsible for incoming and outgoing daily mail, FedEx, certified mailings, and deliveries.
• Refer and direct calls, emails and visitors as required.

Administrative

• Assist in scheduling meetings, catering, and events for staff when requested.
• Provide support for new hire orientation and related activities.
• Responsible for maintaining inventory and managing our loaner equipment program.
• Work with the Office Manager to record office metrics and identify purchase trends.
• Assist with addressing office equipment issues including assisting IT with support of conference room AV equipment.
• Provide general administrative support to Stantec staff as needed.
• Support other special projects and activities as assigned.

Office Safety Support 

• Work with Office Manager and Office Leader to maintain corporate HSSE policies including filing system, reporting and office inspection.
• Provide guidance to all Boston-based staff on Stantec’s Health & Safety Policy and practices:
  • Act as a local resource for HSSE comments and suggestions.
  • Assist with the ordering, tracking and distributing of Personal Protective Equipment (PPE).

At Stantec, we have some of the world’s leading professionals passionate about enabling our business to be its best. Our business teams include finance, procurement, human resources, information technology, marketing, corporate development, HSSE, real estate, legal, and practice services. We bring diverse backgrounds, skills, and expertise and create a caring culture where everyone can thrive. Through teamwork and collaboration, we’re building a stronger, more resilient Stantec every day.