Office Manager

Stantec • Portland, OR

18d • Onsite

About The Position

The Office Manager manages and coordinates office administration and procedures for Stantec’s Portland, Oregon office. This energetic, team-oriented role supports a multidisciplinary office of diverse professionals and includes a broad range of administrative, facilities, and project support responsibilities. The position has defined hours of 8:00 a.m. to 5:00 p.m., Monday through Friday, in a typical office environment involving computer use and prolonged periods of sitting.

The Office Manager provides front-desk support, manages office facilities and vendors, coordinates onboarding and office events, supports expense and invoice processing, and serves as a liaison between the local office and regional or corporate functions. The role also serves as the Office Safety Environment Coordinator and handles special projects as assigned. Duties may be added or changed at any time.

Requirements

• Proven office management and administrative experience.
• Excellent interpersonal skills and ability to interact effectively with all levels of management and staff.
• Strong attention to detail, prioritization, multitasking, and problem-solving skills.
• Excellent written and verbal communication skills, including business standards for email, correspondence, contracts, and telephone etiquette.
• Ability to read, interpret, and act on requirements outlined in agreements and contracts.
• Proficiency with Microsoft Office Suite, especially Teams, Outlook, Word, Excel, and SharePoint.
• Valid driver’s license and good driving record.
• High school diploma or equivalent.
• At least 5 years of office managerial experience in a professional office environment.

Nice To Haves

• Experience with event planning.
• A combination of education and experience may be considered.

Responsibilities

• Manage and coordinate office administration and procedures.
• Provide front-desk coverage, greet visitors, handle phone calls and mail distribution, and respond to staff inquiries and requests.
• Maintain oversight and management of the front-desk administrative manual.
• Coordinate facility activities to maintain a safe and productive office, including repairs, space planning, and security.
• Manage service vendors, supply deliveries, and coffee service.
• Manage office supply inventory and orders.
• Assist with onboarding coordination, scheduling, and training for new staff members.
• Code office and business-center invoices and submit them for processing.
• Assist with expense reporting and process check requests.
• Serve as the Office Contact, participate in monthly regional calls, and share information with office leadership and staff.
• Act as a liaison between the local office and Human Resources.
• Coordinate monthly all-staff meetings with office leadership, functional support teams, and corporate communications.
• Schedule and facilitate meetings, travel, and events for office leadership and staff.
• Coordinate staff events, including holiday parties, a summer picnic, monthly gatherings, and special events.
• Coordinate the annual Stantec in the Community volunteering event, biometric-check wellness event, CPR training, and other events, including logistics and communications.
• Serve as Office Safety Environment Coordinator (OSEC) and support office safety initiatives.
• Liaise between the local office and IT, including equipment ordering, repair coordination, and vendor setup.
• Handle special projects as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED