Ville : PRINCE GEORGE

Catégorie :

Industrie : Materials & Construction

Employeur : Stantec

Office Coordinator/Admin PT or FT - ( 2100034F )

Description

We create great places and the connections that get people and goods moving—whether by car, bus, train, plane, or their own two feet. Working within the context of the communities we serve, we provide planning, engineering, and infrastructure management services that fit the needs of our clients and improve the overall transportation experience. Join our team and help us keep communities connected.

Your Opportunity

Stantec is looking for an Office Coordinator (either full time or part time) in our Prince George office.

Your Key Responsibilities

Receptionist

• Greet guests – go over HS visitor information and provide visitor pass, find seating in required
• Answer all incoming and transfer to appropriate person
• Ensure conference rooms are always presentable for continuous meetings throughout the day
• Organize catering for meetings, set up boardrooms (water, glasses, and dishes, stationary supplies)
• Incoming mail - sort by BC and date stamp
• Prepare outgoing mail (create mailing labels if required)
• Shipping/Receiving for couriers – record incoming deliveries, email recipient of arrival
• Check forwarding – send checks received in the post to Edmonton
• Return cell phones to Wireless (Edmonton)
• Add/Remove staff from Prince George Staff Directory
• Provide staff with new and replacement access cards/keys keep inventory of assigned cards
• Log facilities request/issues with landlord
• Assist staff with boardroom bookings
• Update receptionist manual
• Support coordination of all staff meetings

Accounts Payable – Shared Service

• Invoice coding
• Scan/Send Invoices
• Rec Statements, AP inquiries

Facilities

• Maintain inventory of stationary and office supplies; ensure that all print rooms are tidy and properly stocked
• Order coffee/tea and other kitchen supplies and keep kitchen tidy
• Order printer supplies and make Rileys aware of any maintenance issues
• Order name plates
• Manage parking requests and reconcile parking invoices (Is there office parking in PG?)
• As requested set-up workstations and offices for new employees to make sure that the workstation is clean and equipped with chair, pedestal with the correct key, garbage bin, recycling bin, telephone, desk stationary and name tag, and liaise with IT for computer set-up
• Coordinate and participate in the planning and management of small office renovations and fit-out projects
• Coordinate with outside vendors and contractors for services, maintenance and repairs to office and equipment and oversee contractors performing work within the office
• Manage and update seating plans
• Ensure the office maintains a professional appearance
• Implement and investigate routine and preventive office maintenance
• Maintain accurate service records of equipment replacement and repairs
• Administrative tasks related to facilities i.e. create expenditure requests, review vendor invoices
• Manage storage room and use of storage space and make sure it is kept tidy- is there a storage room in PG?

OSEC- Health and Safety Officer

• Act as a local resource for advice on the health and safety issues related to the office practices.
• Provide advice and guidance with regards to completing incident reports.
• Conduct office safety orientations for new employees and ensure that follow up documentation is completed.
• Conduct/coordinate office monthly safety office/lab/site inspections and report findings to the office leaders and the JHSC/safety committee.
• Oversee the office personal protective equipment (PPE) inventory, so that if any PPE is required by the office it is readily available and is in a state of good working order.
• Maintain and update all office communication methods, including notice boards and email notifications.
• Review new safety practices and procedures at a local level and provide constructive comments to office leaders and employees.
• Participate in the review of any Emergency Response Plan (ERP) exercises.
• Assist in the implementation of corrective actions identified by internal and external audits.
• Participate in any additional health and safety training required at a local and corporate level.
• Ensuring meeting minutes that have a safety element are distributed to the local HSSE team.
• Represent the office at the British Columbia OSEC meetings and bring forward issues/ suggestions that the office has generated.
• Work in conjunction with Corporate HSSE, HR and Workers Compensation Claims Coordinator, to assist in the coordination of case management and modified work planning for any injured employees.

Human Resources/ Office Support

• Act as Office Contact
• HR On-boarding for New Staff/Transfers
• Assist with special events planning, including social committee activities

Admin and Project Coordination Support

• Prepare meeting minutes for Transportation team meetings and as requested
• Edit/Print proposals
• Support staff with travel arrangements and expense claims
• Prepare internal and external memos, letter, correspondences and reports
• Check timecards for Transportation on Fridays
• Assist with Vehicle Usage Log records and vehicle management for the business centre
• Assist with obtaining billing level verification for proposals
• Generate technology ERs for the Transportation team
• Assist with computer inventory management for the team
• Help out with team SharePoint Online site
• Assist with marketing where required (updating team resume’s/ profiles in the Marketing and Knowledge Center- SMKC)
• Project Coordination and Invoicing
• Other duties as assigned

Qualifications

Your Capabilities and Credentials

• A High School Diploma in addition to some higher education and/or work experience equivalent
• Computer proficiency, especially within the Microsoft Office Suite (Word, Excel, PowerPoint) and Adobe
• Excellent customer service skills
• A positive, proactive attitude, high-energy level, flexibility, dependability, and willingness to learn new skills and be a team player

Experience and Education

• Project Controls or Coordination experience an asset
• High School Diploma with minimum of 3-5 years of experience.
• The ideal candidate will have 3-5 years of professional experience operating in an administrative office.

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.

Primary Location : Canada-British Columbia-Prince George

Job : Administrative Support

Organization : BC-1158 Transportation-CA British Columbia

Employee Status : Regular

Job Level : Individual Contributor

Travel : No

Schedule : Full-time

Job Posting : Feb 15, 2022, 2:34:38 PM

Req ID: 2100034F

Vaccine Policy: Beginning December 8, 2021, Stantec requires North America employees in many positions to be fully vaccinated against COVID-19 except those for whom a reasonable accommodation has been granted because a medical reason or a sincerely held religious belief, as required by law.

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