Office Assistant/Receptionist - ( 230000WN )

Description

Grow with the best. Join a smart, creative, and inspired team that accomplishes operational excellence. Bringing together individuals with diverse backgrounds, talents, and expertise, our 25,000 team members in over 400 locations worldwide are vital to making our Company stronger.

Your Opportunity

Your administrative expertise is to provide front desk and administrative support to the Irvine office as required. Your position plays a key role by providing support to the Irvine staff and assisting with all office operations.

Your Key Responsibilities

• Perform general office duties including, but not limited to:
• typing and formatting correspondence
• data entry
• use of company templates and ability to customize them for a particular use if needed
• scheduling meetings
• maintaining electronic logs
• organizing/maintaining office files
• receive, scanning and distribute incoming mail & packages
• processing and preparing mail and packages for shipment
• copying and scanning documents, files, plans, etc.
• processing invoices for coding/payment and tracking invoice payments
• Assist with opening/closing the office and ensure the safety procedures are followed.
• Greet/screen persons needing access to the office, determines nature and purpose of visit, and direct or escort them to specific destinations.
• Handle incoming phone calls, directing and transferring calls, taking messages, and relaying those messages to the appropriate staff
• Ensure reception area, conference rooms, and kitchen are kept clean and tidy
• Maintain and revise Standard Operating Procedures and Employee Guide
• Assist with new hire workstation setup
• Assist with office events, schedule internal office staff events (potlucks, office parties), ordering meals for office events and meetings, etc.
• Assist with booking hotel workstations, meeting rooms and meeting coordination
• Assist with reports, letters, and other documents as needed
• Assist outside vendors and clients with connecting to AV equipment in conference rooms
• Keep all office, kitchen, and conference room supplies properly stocked up and process supply orders (including paper and toners for copiers)
• Active member of office safety committee and assist the OSEC on records keeping and purchasing as needed.
• Assist with facility maintenance and cleaning related issues
• Troubleshoot or schedule equipment repair when necessary
• Assist with archiving project records
• Running errands and make local deliveries when needed
• Other office duties/special project/support as assigned.
• Adhere to company policies and procedures

Qualifications

Your Capabilities and Credentials

• Demonstrated ability to handle multiple priorities and assignments.
• Good written and verbal communications skills.
• Excellent customer service skills
• Positive and proactive attitude
• Dependability and punctuality
• Excellent organizational skills and attention to detail
• Flexibility to learn new skills
• Strong analytical skills.
• Must be able to successfully work both collaboratively and independently.
• Proficient in MS Office including Word and Excel is required, as well as formatting capabilities. Access and PowerPoint are a plus.
• Able to lift 20 - 25 lbs (office supplies, cases of paper)
• Must have a good driving record and valid driver’s license.

Education and Experience

High school diploma required. Minimum of 2-3 years of related experience.

Typical office environment working with computers, pick-up/deliveries at front desk and remaining sedentary for long periods of time.

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.

Pay transparency laws require employers to provide the following information for positions that may be in the following jurisdiction(s):

Salary Range(s):

• $22.93 - $31.01 (CA, CO locations only)

The final agreed upon compensation is based on individual education, qualifications, experience, and work location. At Stantec certain roles are bonus eligible.

Primary Location : United States-California-Irvine

Organization : BC-2082 Shared Services-US Irvine CA

Employee Status : Regular

Job Level : Individual Contributor

Travel : No

Schedule : Full-time

Job Posting : Feb 24, 2023, 1:04:52 PM

Req ID: 230000WN

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