Administrative Assistant

We're active members of the communities we serve. That's why at Stantec, we always design with community in mind.

Stantec’s Buildings group in Berkley provides Architecture, Engineering, and Interior Design across multiple sectors including education, multi-family housing, workplace, civic, and research and development. Our team is passionate about the design quality of the built environment and create designs that are timeless, intelligent, and sustainable. This is the place where great ideas and rewarding careers call home.

Your Opportunity

We are currently seeking an Administrative Professional to support the Berkley, Michigan office, its colleagues, external clients, and the reception desk. The successful candidate will have demonstrated experience in a similar role, a high degree of professionalism, and excellent client service and communication skills. Additionally, candidates will demonstrate strong organizational skills with the ability to quickly change between tasks and changing priorities. This position will play a key role by providing support to the local team, assisting with office operations, and collaborating with administrative support teams across in the firm.

Your Key Responsibilities

· Provide progressive administrative assistance within a client-focused office environment.

· Support staff with weekly timecard administration

• Perform general office responsibilities including, but not limited to\:

· Answer phones and greet guests cordially;

· Assist staff in booking office resources, meeting room preparation, event planning and preparation, etc.;

· Assist staff with booking travel and submitting expenses;

· Maintain stock of office supplies and ensure proper operation of printing equipment, such as completing preventative maintenance requirements and calling for repairs;

· Order business cards and promotional materials;

· Stock kitchen supplies and organize the area;

· Support project teams with deliverables in Microsoft Word, Excel, and PowerPoint;

· Assist in typing, developing, reviewing, and producing materials (including memos, letters, correspondence, meeting minutes, submittal packages, qualification packages, proposals, and reports);

· Enter data into spreadsheets and on-line databases;

· Support office with scanning, copying, and printing as needed;

· Prepare, prioritize, sort, distribute, package and ship mail;

· Use of company templates and ability to customize them for a particular use, if needed;

· Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges, etc.);

· Support the Office Safety and Environmental Coordinator 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 distributing of Health, Safety, Security, and Environment Program documents;

· Organize and maintain office files and electronic documents, logs, etc;

· Assist the administrative team and project managers with archiving project records;

· Partner with managers and Human Resources with the onboarding of new employees;

· Provides administrative support to senior leadership, managing schedules and calendars, and tracking ongoing commitments and upcoming deadlines;

· Working with managers and accounts payable (AP) and project billing (AR) to process invoices.

· Perform other administrative duties as requested;

· The following are not required to be considered for this position, but interest or abilities in these areas is a plus\:

• Technical Writing – The reviewing and formatting of reports and letters in this job’s Key Responsibilities is for basic grammar, spelling, and structure. Additional tasks could include proposed (redline) restructuring of sentences or paragraphs to clearly communicate the thesis (advanced subject matter knowledge not required).