Administrative Professional

Administrative Professional – ( 240003VM )

Description

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 and scientific principles to lifecycle solutions for both public and private sector clients. The diversity of opportunities within our office and our company allows you to set the pace of your career.

Your Opportunity

We are currently seeking an Administrative Professional to support staff in our Cottage Grove, Wisconsin office and assist in keeping the office operating smoothly. 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 organization 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 Responsibilities

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

Perform reception duties; answer phone and route calls, greet and direct visitors.

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 data entry, filing, photocopying, printing, scanning, mail and package handling, and document archiving.

Schedule meetings and events, book meeting rooms, handle any special requests, set up and clean up meeting rooms.

Coordinate and support office events, such as lunches or office parties.

Maintain reception area and other common areas.

Assist staff with travel arrangements and expense report submittals.

Order office supplies and maintain supply inventory.

Assist with timecard monitoring.

Review and submit invoices for payment to Accounts Payable.

Support the Office Safety and Environmental Coordinator (OSEC) which includes but is not limited to, acting as a resource to local office operations in the administration of day-to-day safety activities and posting and distributing HSSE (Health, Safety, Security, and Environment) Program documents.

Order business cards and promotional materials.

Ensure proper operation of printing and laminating equipment such as completing preventative maintenance requirements and calling for repairs.

Order, maintain, and track office and rental equipment and supplies to ensure proper functionality and availability.

Represent office interests in relationships with external suppliers and contractors as necessary to keep the office running smoothly (e.g., HVAC, cleaning company, exterminator, FedEx).

Prepare, review, format, and print internal and external memos and documents such as reports, letters, proposals, agendas, meeting minutes, newsletters, spreadsheets, and presentations.

Provide HR administrative support to new hires during the onboarding process, including ordering and coordinating computer equipment, assisting with I-9 processing, coordinating orientation modules review, and directing new hires to the appropriate contacts.

Disseminate HR and corporate information locally.

Assist in routing verification of employment, employment opportunities/job applications and recruitment inquiries.

Assist project managers with ISO-9001 Quality Management System compliance and internal/external project audits.

General IT support (i.e., setting up computers and equipment, being available to support IT professionals to perform network updates, general software troubleshooting support, etc.)

Keep kitchen supplies stocked and unload dishwasher.

Perform other administrative duties as requested.

Support project teams with deliverables in Microsoft Word, Excel, and PowerPoint for clients.

Qualifications

Your Capabilities and Credentials

Strong written and verbal communication skills.

Ability to provide follow up in a timely manner and prioritize between multiple tasks.

Ability to work effectively and with versatility 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 take initiative and occasionally work outside of business hours to meet deadlines.

Eagerness to learn new skills and improve existing admin workflow processes.

Ability to manage risks and safety appropriately.

Positive can-do attitude, with the ability to develop and maintain effective working relationships.

Ability to work well under pressure, and to prioritize and balance workloads to achieve goals while keeping up with a highly mobile and changing environment.

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.

Possess a valid drivers license with a good driving record.

Education and Experience

High school diploma or equivalent.

2-to-4-year college degree preferred but not mandatory.

Minimum of 2-3 years of experience working in a professional office environment preferred, but not mandatory.

Comfort and familiarity with Microsoft Office software and Oracle preferred.

This position primarily involves working in an office environment with computers. 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-Wisconsin-Cottage Grove

Organization : BC-1937 EnvSvcs-US Great Lakes WI

Employee Status : Regular

Job Level : Individual Contributor

Travel : No

Schedule : Full-time

Job Posting : Oct 18, 2024, 9:23:57 AM

Req ID: 240003VM

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