Administrative Assistant Jobs

About The Position

Requirements

• Excellent customer service skills
• Excellent organization skills
• Positive and proactive attitude
• Dependability and punctuality
• Excellent organizational skills and attention to detail
• Flexibility to learn new skills
• Ability to lift 15-25lbs of office supplies
• Proficiency in MS Office Suite
• Familiar with Adobe Acrobat
• Valid Driver's license and a clean MVR
• Clerical experience or associate’s degree or equivalent units in Office Administration
• Minimum 3 years’ experience.

Responsibilities

• Provide administrative support for approximately 30 engineers, and scientists.
• Perform reception duties; greet and direct visitors.
• Perform clerical tasks including data entry, filing, photocopying, scanning etc.
• Support onboarding logistics for new employees.
• Complete lab and office inspections.
• Electronic (SharePoint, server files) and hardcopy file management.
• Management of tracking spreadsheets and fundamental database systems
• Inventory and order office equipment and supplies.
• Proofread, format and PDF documents such as proposals, reports, specifications, meeting minutes, and client correspondence.
• Support the tracking
• Coordinate mail, deliveries, couriers etc.
• Schedule meetings, books meeting rooms, handles any special requests, sets up and cleans up meetings rooms.
• Maintain stock of office supplies and ensures functionality of office equipment.
• Perform basic onboarding duties for new hires.
• Serve as the office safety coordinator (OSEC).
• Provide project-related support services.
• Performs other administrative duties as required.
• Oversight of shared storage spaces and coordination with teams using the spaces to maintain safety and organization.
• Assist with office coordination, including conference rooms, supplies and occasional social or team events.
• Coordinate and schedule with office contractors.
• Support the Stantec developing professional group and organize volunteer events.
• Assist with management and oversight of Business Center fleet vehicles
• Direct management of fleets assigned to the Monrovia office (scheduling, data tracking, invoicing, scheduling maintenance and repairs).
• Coordination and oversight of fleets across the Business Center.