Massachusetts Jobs

Office Administrator - ( 240003R7 )

Description

Our Boston, MA office is located in the heart of Boston, steps away from Post Office Square, the Old State House, Downtown Crossing and Faneuil Hall. The office is a commuter’s dream, being only a 5-min walk from all subway lines (Red, Orange, Green, and Blue), and within easy walking distance from both North and South Stations. Office amenities include secure bike storage, a shower room, lockers, and employee lounge space looking over historic architectural buildings and features of downtown Boston.

Employees working here have access to flexible working spaces, including conference rooms, breakout rooms, open collaboration spaces, and many seating options with advanced AV to make hybrid meetings a breeze. With coffee shops and restaurants in all directions, the choices are never-ending for expanding your horizons. Take a walk during lunch to sit in the Boston Common, or to watch float planes and other aircraft take off near the Aquarium overlooking the Boston Harbor. The city is electric, full of events and things to experience, and that energy powers our office vibe.

Your Opportunity

As our office administrator, you will take on the vital role of being the first impression and representation of our Boston office!

The ideal candidate will understand and demonstrate excellence in both internal and external communication with staff and visitors, along with providing timely, accurate, and professional administrative support in keeping with Stantec’s high standards. The role reports to our Office Manager and supports the Office Leader on various initiatives within the workplace.

This position is a full-time role (40hrs/week) in Stantec’s Boston office at 40 Water St., Monday through Friday 8 AM to 5 PM.

Your Key Responsibilities

There are three (3) key areas of responsibility for this role:

Receptionist Responsibilities

• Greets visitors and staff and creates a professional, welcoming atmosphere by maintaining a presence and consistently monitoring the front entrance.

• Ensures organization and cleanliness of the reception area, communal space, conference rooms and supply areas.

• Communicates corporate and cultural initiatives to staff and clients in a timely manner.

• Responsible for incoming and outgoing daily mail, FedEx, certified mailings, and deliveries.

• Refers and directs calls, emails and visitors as required.

Administrative Responsibilities

• Assists in scheduling meetings, catering, and events for staff when requested.

• Provide support for new hire orientation and related activities.

• Responsible for maintaining inventory and managing our loaner equipment program.

• Working with the Office Manager to record office metrics and identify purchase trends.

• Assists with addressing office equipment issues including assisting IT with support of conference room AV equipment.

• Provides general administrative support to Stantec staff as needed.

• Support other special projects and activities as assigned.

Office Safety Support Responsibilities

• Work with Office Manager and Office Leader to maintain corporate HSSE policies including filing system, reporting and office inspection.

• Provide guidance to all Boston-based staff on Stantec’s Health & Safety Policy and practices:

  • Act as a local resource for HSSE comments and suggestions.
  • Assist with the ordering, tracking and distributing of Personal Protective Equipment (PPE).

Qualifications

Your Capabilities and Credentials

• Must have positive, can-do attitude, and be customer service oriented.

• Strong multitasking skills with the ability to prioritize and organize multiple concurrent assignments.

• Highly organized, detail-oriented, resourceful, and dependable.

• Excellent written and verbal communication skills.

• Must be proactive and willing to take initiative

• Able to operate both collaboratively and independently in a fast-paced, multi-disciplinary environment

• Able to work with diverse teams and people, including Management

• Excellent computer skills – MS Office (including Word, Excel, PowerPoint, Outlook, Teams, SharePoint)

• Additional computer skills would be a plus – Adobe, Canva, BrightAuthor, InDesign, etc.

• Comfortable learning and using new technology.

• Some lifting of file boxes and packages up to 25 pounds may be necessary

Your Education & Experience

• Minimum 4 years of experience in an office environment or other setting with administrative duties; and,

• College Diploma or equivalent combination of education and related experience (i.e., High School Diploma plus 2 years of experience)

What Do We Offer?

• A competitive benefits package including PTO, Sick Time, Health, Dental, Vision, Wellness Program, Paid Family Leave, 401K, etc.

• Tuition reimbursement

• The ability to join committees or employee resource groups

• Opportunities to grow your career

• A collaborative, supportive environment

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-Massachusetts-Boston

Organization : BC-1975 Shared Services-US Boston MA

Employee Status : Regular

Job Level : Individual Contributor

Travel : No

Schedule : Full-time

Job Posting : Oct 15, 2024, 10:17:37 AM

Req ID: 240003R7

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