Job Description

Your Opportunity

The Office Manager is responsible for the management and coordination of office administration and procedures for our Stantec office in Portland, OR. 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 enjoys the administrative challenges of supporting a multi-disciplined office of diverse professionals.

This position is in Stantec’s Portland office, with defined hours of 8:00 am – 5:00 pm. Monday through Friday.

Your Key Responsibilities

• Responsible for the management and coordination of office administration and procedures.
• Provide front desk coverage, greet visitors, handle phone calls, mail distribution, and staff inquiries and requests. Maintain oversight and management of front desk administrative manual.
• Manage and coordinate all facility related activities associated with maintaining a safe and productive office (office repairs, space planning, security, etc.)
• Responsible for managing service vendors, supply deliveries, coffee service, etc.
• Manage office supply inventory and orders.
• Assist with onboarding coordination, scheduling, and training for new staff members.
• Provide appropriate coding for office/business center invoices and submit for processing. Assist with expense reporting and process check requests.
• Serve as Office Contact, participates in monthly regional calls, and disseminate information to office leadership and staff. Act as a liaison between the local office and Human Resources.
• Coordinate monthly “all staff meeting” with involvement from office leadership, functional support teams and corporate communications.
• Schedule and facilitate meetings, travel, and events for office leadership and staff.
• Coordinate office staff events including holiday parties, summer picnic, monthly office gatherings, and special events as assigned.
• Coordinate annual Stantec in the Community volunteering event, Biometric check wellness event, CPR training and others to include logistics and communications.
• Serve as OSEC (Office Safety Environment Coordinator) to ensure the safety of staff and support office safety initiatives.
• Act as a liaison between local office and IT, including equipment ordering, coordinating repair and setting up with vendors.
• Handle special projects as assigned.

Your Capabilities and Credentials

• Proven office management and administrative experience.
• Excellent interpersonal skills, ability to interact effectively with all levels of management and staff.
• Strong attention to detail and ability to prioritize work and multi-task and use problem-solving skills.
• Excellent written and verbal communication skills, including business communication standards for email, correspondence, contracts, and telephone etiquette.
• Ability to read, interpret, and act upon the requirements outlined in agreements and contracts.
• Proficiency with MS Office Suite with expertise in Teams, Outlook, Word, Excel and SharePoint.
• Possess a valid driver's license with a good driving record.

Education and Experience

• High school diploma or equivalent required.
• Minimum of 5 years’ office managerial experience in a professional office environment. A combination of education and experience may be considered.
• Experience with event planning.

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.

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.