Administrative Support-Puerto Rico

Join a team that not only generates and delivers energy solutions through its work, but one that powers growth and advances communities. Seeing beyond the project at hand, you’ll work with us to advance the industry and build your career. We operate with the strength of a $3B company and the agility of a specialized power group. We work on some of the most challenging and cutting-edge projects around the world. Whether helping to define microgrids, pushing the boundaries on clean energy or advancing grid modernization, you’ll find yourself working with leaders in transmission & distribution, thermal generation, and renewable energy in one of the world’s top 10 design firms, broadening your skills and developing your career.

Your Opportunity

The successful Candidate will thrive in a fast-paced collaborative environment where you can apply your passion for customer service, attention to detail and an overall desire to support people. The Candidate is responsible for providing support to a team of managers and professional staff. With an ability to quickly learn processes and procedures, you apply those guidelines to your role to ensure timely, efficient, and accurate completion of tasks. As an individual trusted with confidential information and matters, you will interface directly with our people and our clients, and the expectation is that you will uphold our values of inclusion, integrity, and professionalism.

This is a position that has a potential term of 12 months that can be extended at Stantec’s discretion for an additional term.

Your Key Responsibilities

May include a combination of the following\:

• Receives assignments from a collaborative team of managers and professionals.
• Collaborates with others, gathers relevant information, documentation, and provides timely and accurate updates to key stakeholders.
• Maintains and updates ongoing data and reports.
• Documents internal and external conversations and meetings that will be distributed internally and/or to clients. May be required to type and distribute meeting minutes.
• Collaborate with Project Managers, and Technical Leads to develop, implement, and enforce project-specific templates and procedures, as appropriate, while ensuring they conform to company standards.
• Use intermediate to advanced editing skills while assisting writers in the preparation of various document types such as presentations, proposals, business communications and others.
• Format, track / control, and file various document types.
• Perform general proofreading of documents to ensure project deliverables conform to Stantec quality standards.
• Complete routine tasks that require follow-up and follow-through.
• Issue, receive, records, and file project-related communications and other documents, including incoming data from vendors.
• Be familiar and follow Stantec’s processes and procedures related to quality, and health and safety. Serve as the point of contact for office safety inspections and other office compliance procedures.
• Serve as the point of contact with building and maintenance administration.
• Prepare hard copy deliverable packages for issuance to clients and potential clients as needed. Submit electronic version of deliverable packages using specialized software from Stantec or clients.
• Provide other clerical/technical support to staff as needed.
• Obtain necessary government certifications or Company documentation as required by a project or client. May be required to interact with various Stantec departments such as Accounting, Procurement, or Contracts group.
• Serve as a point of contact and liaison within a virtual team of professionals.
• Coordinate travel arrangements for Stantec team as requested.
• Coordinate office meetings and activities.
  
• Provide timely follow-up and keep workflow moving.
• Committed to the administration, security, confidentiality, and retention of information and office files.
• Keep office and break room supplies inventoried and is responsible for assisting in the procurement of new materials or services.
• Coordinate onboarding of new employees. This may constitute coordination with Stantec’s IT and HR Departments along with tenant’s administration.
• Keeps office to-do-list up to date and follows up with responsible parties.
• Create expense reports for one or more Project team members.
• Greet visitors and support their business needs.