Receptionist/Administrative Assistant - Stantec : Job Details

We're active members of the communities we serve. That's why at Stantec, we always design with community in mind.Our engineering and environmental groups provide comprehensive planning, design, and engineering services for all phases of road, bridge, rail, active transportation, municipal and development projects. This is where great people and great ideas truly make a difference. Our team members are dedicated and motivated to deliver excellence while applying sound engineering principals to deliver lifecycle solutions for both public and private sector clients. The high energy and volume of opportunities within our office allows you to set the pace of your career.Your OpportunityWe are currently seeking a part-time Administrative Professional for up to 24 hours per week to manage the Duluth, Minnesota office and assist staff with a variety of support tasks. An integral member of the Administrative Team, this position performs various support services for the office, colleagues, and project teams that can range from day to day. The successful candidate must have demonstrated experience in a similar role, have a high degree of professionalism and communication skills, possess excellent client service skills, hold strong organizational skills with the ability to focus on multiple tasks and changing priorities, and have confidence in dealing with a wide range of internal and external clients.Your Key ResponsibilitiesIn this position, you will be responsible for diverse functions that include but are not limited to the following:

• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges, etc.)
• Perform clerical and administrative functions such as filing, sorting mail, package handling, scheduling meetings, event planning, travel booking, answer phones and greet guests, assists colleagues in ordering business cards and promotional materials.
• Manage the fleet vehicles for Duluth.
• Order office supplies and maintain supply inventory.
• Assist with timecard monitoring and completion when necessary.
• Review and submit invoices for payment to Accounts Payable.
• Serve as the Office Safety and Environmental Coordinator (OSEC) which includes but is not limited to, act as a resource to local office operations in the administration of day-to-day safety activities, personal protective equipment (PPE) inventory, and post and distribute HSSE (Health, Safety, Security, and Environment) Program documents.
• Assist with printing and laminating as well as ensuring proper operation of equipment such as completing preventative maintenance requirements and calling for repairs.
• Assisting marketing support team with office website content.
• Support project teams with deliverables in Microsoft Word, Excel, and PowerPoint including but not limited to formatting internal and external memos, letters, correspondence, and reports.
• Support HR and the onboarding processes.
• Keep kitchen clean with supplies stocked and organized.
• Perform other administrative duties as requested.

Your Capabilities and Credentials

• Strong written and verbal communication skills
• Ability to provide follow up in a timely manner and prioritize multiple tasks.
• Ability to work effectively within a group, as well as independently, and enjoy working with different personality styles and management levels.
• Keen attention to detail in all tasks
• A willingness to work overtime occasionally to meet deadlines.
• Possess intermediate to advanced skills in Microsoft products that include Outlook, Word, Excel, and PowerPoint
• Skills in using computer applications for word processing, spreadsheets, databases, internet navigation, e-mail, calendars, and applications that include Teams and Adobe

Education and ExperienceHigh School Diploma or equivalent2 to 4-year college degree preferred but not mandatory.Minimum of two (2) years' experience working in a professional office environment preferred, but not mandatory.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.