Administrative Assistant - ( 250000EE )

Description

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

In the role of Administrative Assistant, the ideal candidate will be a team-oriented professional who can wear multiple hats and is experienced in handling a wide range of administrative related tasks. Well organized, flexible and enjoys the administrative challenges of supporting a multi-disciplined office of diverse professionals. This position will work within a matrix management environment, candidate must be able to take work from multiple sources, prioritize accordingly, and communicate workload to direct manager.

Your Key Responsibilities

• Process incoming invoices.

• Assist with shipping and receiving.

• Assist with timecards and expense reports.

• Assist with pipeline, Plantify and other project related data entry.

• Coordinate client dining arrangements when needed.

• Coordinate hotel and/or travel reservations when needed.

• Create reminders and/or schedule calendar appointments as necessary.

• Order food for strategic meetings and events.

• Plan, implement and promote client project opening events.

• Coordinate with IT department and create expenditure requests on behalf of employee.

• Assist on special assignments as needed.

• Compile research for special projects.

• Delegate/coordinate tasks as appropriate to other members of the team on principal’s behalf.

• Assist leaders with employee orientation and onboarding.

• Assist with the set-up and clean-up of conference rooms after events, order and coordinate client meetings.

• Coordinate with cross-functional support teams.

• Serve as a beacon of knowledge sharing Stantec process/information.

• Serve as administrative point of contact for Buildings group in Houston office.

Billable Responsibilities:

• Assist the Project Manager in setting up project folders and other administrative project tasks (Project numbers, COIs, etc.)

• Monitor project workplans as compared to actual time spent on projects.

• Plan project opening events and ribbon cuttings with leadership, project team and client.

• Support reporting requirements for invoice submittal. Track billing and payments. Assist PM on invoice follow up.

Qualifications

Your Capabilities and Credentials

• Ability to work proactively, professionalism, and confidentiality, and can work independently, multi-task and adapt to change in a very dynamic environment.

• Team player takes direction and is eager to help.

• Effectively manages multiple deadlines and priorities.

• Strong social skills and ability to collaborate in a multi-disciplinary, dynamic environment.

• Able to maintain filing systems and basic databases and meticulous records maintenance skills.

• Excellent problem-solving skills.

• Establish and maintain a highly organized office with a distributed team.

• Excellent communication skills and attention to detail.

Education and Experience

• Requires understanding of Microsoft Office Suite.

• High-school diploma or equivalent education required.

• 5 years of administrative experience preferred.

• Experience within Architectural, Engineering, Construction preferred.

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.

Benefits Summary: Regular full-time and part-time employees have access to medical, dental, and vision plans, a wellness program, health saving accounts, flexible spending accounts, 401(k) plan, employee stock purchase program, life and accidental death & dismemberment (AD&D) insurance, short-term/long-term disability plans, emergency travel benefits, tuition reimbursement, professional membership fee coverage and paid family leave. Regular full-time and part-time employees will receive ten paid holidays in each calendar year. In addition, employees will be eligible to accrue vacation between 10 and 20 days per year and eligible for paid sick leave (and if more generous, in accordance with state and local law).

Temporary/casual employees have access to 401(k) plans, employee stock purchase program, and paid leave, in accordance with state and local law.

The benefits information listed above may not apply to union positions because benefits for such positions are governed by applicable collective bargaining agreements.

Primary Location : United States-Texas-Houston

Organization : BC-2140 Buildings-US Texas Architecture

Employee Status : Regular

Job Level : Individual Contributor

Travel : No

Schedule : Full-time

Job Posting : Jan 29, 2025, 4:15:23 PM

Req ID: 250000EE

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