Office Administrative Assistant

Stantec•Las Vegas, NV

2d•Onsite

About The Position

The Office Administrative Assistant is responsible for the coordination of office administration and procedures for our Stantec office in Las Vegas, NV. The ideal candidate will be an energetic, team-oriented professional who can wear multiple hats and is experienced in handling a wide range of administrative, facilities, and project support related tasks. Well organized, flexible, and able to provide timely, accurate, and professional support in keeping with Stantec's high standards. This position is a 20-hour a week position in Stantec’s Las Vegas office. Work will occur in the office on a regular schedule of 4hrs per day. The schedule can be 8am-noon, 9am-1pm or 10am-2pm with occasional needs to coordinate after-hour staff events.

Requirements

Excellent written and verbal communication skills.
Strong multi-tasking skills with the ability to prioritize and organize multiple concurrent assignments.
Problem-solving and investigation skills.
Must be proactive and willing to take initiative.
Strong knowledge of office procedures and practices, with high proficiency in MS office programs including Word, Excel, Outlook, PowerPoint, as well as Adobe.
Ability to operate independently in a fast-paced and multi-disciplinary environment.
Minimum two (2) years’ administrative, project coordination and/or professional writing/office experience.
Associate or undergraduate degree in English, communications, marketing or similar experience.

Nice To Haves

Preferred office management and administrative experience.
Knowledge of office management responsibilities, systems, and procedures.
General interest/knowledge in civil design & construction is considered an asset.
Experience in the consulting industry a plus.

Responsibilities

Front desk coverage, greeting visitors, answering telephones, mail distribution, and staff inquiries and requests.
Manage and coordinate facility related activities associated with maintaining a safe, productive, and clean office (office repairs, space planning, security, shared spaces, etc.).
Monitor and coordinate service vendors, including supply deliveries, coffee service, office supply inventory, etc.
Provide appropriate coding for office/business center invoices and submit for processing.
Assist with processing check requests.
Serve as Office Contact, participate in monthly regional calls, and disseminate information to office leadership and staff.
Act as a liaison between the local office and Human Resources.
Assist with onboarding coordination, scheduling, and training for new staff members.
Serve as Office Safety and Environment Coordinator (OSEC), conducting monthly office inspections, attending monthly coordination meeting, coordinating required training, and other duties that arise.
Serve as Records Management Coordinator, coordinating records retention for the office.
Serve as the IT liaison with the local office, including assisting in equipment ordering, coordinating repair with vendors and set up.
Serve as the liaison for fleet management.
Coordinate office staff events including holiday parties, summer picnic, monthly office gatherings, and special events as assigned.
Handle special projects as assigned.