Receptionist & Office Coordinator

At Stantec, we have some of the world’s leading professionals passionate about enabling our business to be its best. Our business teams include finance, procurement, human resources, information technology, marketing, corporate development, HSSE, real estate, legal, and practice services. We bring diverse backgrounds, skills, and expertise and create a caring culture where everyone can thrive. Through teamwork and collaboration, we’re building a stronger, more resilient Stantec every day.     

Your Opportunity

We are currently seeking a highly motivated and proactive Receptionist & Office Coordinator to support office operations and provide high level front desk, administration, customer service support within our office located in Winnipeg, Manitoba (500-311 Portage Avenue). 

Reporting to the Office Leader, the successful candidate will play a crucial role in ensuring office operations run smoothly. As office coordinator, you will act as a liaison between employees, management, and external service providers. As receptionist, you will welcome, direct, and check in guests and staff. Being able to balance both roles is key to success. This is an exciting role for someone who can manage time and priorities well, with the confidence of dealing with a wide range of clients (both internal and external) and business partners. This is a full-time in-office role, Monday through Friday, 8:00am-4:30pm. 

Your Key Responsibilities

Front Desk/Reception:

• Create a great first impression, and interface with guests and clients in a professional and positive manner, both in-person and over the phone.
• Answer phones and screen/route calls as necessary.
• Maintain visitor logbook; check, issue, and maintain visitor badges. 
• Develop and maintain strong, positive relationships with the office leadership and staff.
• Assist the team by typing meeting minutes, filing, photocopying, collating, faxing, etc.
• Assist with scheduling of boardrooms, including special requirements such as ordering food and doing setup for lunches and meetings.
• General stocking of water/coffee stations and ordering requested supplies on a weekly basis.
• Daily cleaning of boardrooms and staffroom (i.e., wiping of tables, surfaces, cupboards and appliances. 
• Operate dishwashers (includes loading/unloading) and put clean dishes away.
• Assist with office maintenance inquiries.
• Collaborate with Social Committee to coordinate office social activities.
• Maintain confidentiality of records and ensure document destruction as necessary.
• Provide administrative support for the office leader's strategic initiatives and projects, including managing schedules, organizing meetings, and handling correspondence.
• May be required to sit on internal committees as office administration representative.

Office Coordinator:

• Ensure all site management and operations practices comply with Stantec standards.
• Achieve cost savings through maximizing utilization of suppliers, preferred vendors/contractors and identify additional efficiency opportunities.
• Office Safety & Security – liaise with building property management regarding issues/concerns (e.g., building entrance doors, parking lot lighting, vandalism, etc.), monitor interior security access system and cameras, and replace equipment as required.
• Maintain and create secured files and databases for Facilities and Health, Safety, Security and Environmental (HSSE), including security system, access card system, maintenance requests, and reports.
• Communicate HSSE initiatives and support messaging in their area of responsibility.
• Participate in regional OSEC/JHSC conference calls.
• Complete worksite inspections for the Winnipeg office.
• Participate as a member of the Emergency Response Team; assist in providing a safe and secure working environment.
• Help maintain operational accountability by tracking key metrics and preparing reports.
• Other duties, as assigned by the Office Leader.

Your Capabilities and Credentials

• Strong leadership and team building skills.
• Excellent interpersonal communication and organizational skills.
• Customer service centric approach to working with internal clients.
• Enthusiastic, collaborative, proactive, and solutions-oriented team player.
• Detail oriented with the ability to handle multiple processes and prioritize tasks.
• Computer proficiency with MS Office Suite.

Education And Experience

Minimum 5 years progressive administrative experience in a professional setting.

Bachelor's degree/administration diploma or equivalent experience an asset.

Typical office environment working with computers 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.

About Stantec

Stantec is a global leader in sustainable engineering, architecture, and environmental consulting. The diverse perspectives of our partners and interested parties drive us to think beyond what’s previously been done on critical issues like climate change, digital transformation, and future-proofing our cities and infrastructure. We innovate at the intersection of community, creativity, and client relationships to advance communities everywhere, so that together we can redefine what’s possible.