Job Description

Your Opportunity

Stantec’s Chicago (N Orleans St), Illinois office is seeking a professional and service-oriented Receptionist/Administrative Assistant to support the Shared Services team. In this role, you will provide administrative and office support to a diverse team of engineers and scientists working on infrastructure projects worldwide. The ideal candidate has experience in a similar role, strong communication and organizational skills, excellent customer service, and the ability to manage multiple priorities while anticipating office needs. This position offers opportunities to build lasting professional relationships and grow within Stantec, including potential support in Marketing, Grant Writing, Research, and Project Management.

This position is a full-time role (40hrs/week) Monday through Friday 8 AM to 5 PM.

Your Key Responsibilities

• Provide front desk coverage while presenting a welcoming first impression as you greet clients, vendors and guests.
• Answer, screen, and direct incoming calls in a polite and professional manner.
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor registration, visitor log, visitor badges, Health & Safety information, etc).
• General office upkeep including keeping shared office spaces clean and organized, restocking copiers and printers with paper, maintaining and stocking office coffee machines, and running and emptying dish washers.
• Ensure proper operation of office equipment such as completing preventative maintenance requirements and calling and overseeing repairs.
• Monitor office supply inventory.
• Coordinate and oversee meetings including sending and tracking meeting invitations, conference room reservations, preparing A/V equipment, seating arrangements and setting up food orders.
• Assist with conference room and workstation scheduling.
• Respond to staff and guest needs in a timely and effective manner.
• Perform clerical and administrative functions such as filing, sorting, mail and package handling, coordinating travel, timecard and expense report assistance.
• Edit, proofread, format, print, and assemble documents that include but are not limited to, correspondence, letters, meeting minutes, and reports.
• Support Office Safety Environment Coordinator with monthly office inspections, Evacuation Drills, various training, etc).
• Represent office interests in relationships with external suppliers and contractors as necessary to keep the office running smoothly (e.g., HVAC, cleaning company, exterminator, FedEx).

Your Capabilities and Credentials

• Demonstrated commitment to delivering excellent service.
• Strong written and verbal communication skills.
• Ability to provide follow up in a timely manner and prioritize multiple tasks.
• Ability to work effectively within a group, as well as independently.
• Keen attention to detail in all tasks.
• Ability to lift up to 25lbs when needed (e.g., boxes, reams of paper, Health and Safety equipment, etc.).
• Intermediate to advanced skills in Microsoft products that include Outlook, Word, Excel, and PowerPoint.
• Adept in using computer applications for word processing, spreadsheets, databases, internet navigation, e-mail, calendars, and applications that include Teams and Adobe.

Education and Experience

Minimum of High School Diploma or equivalent.

Minimum two (2) years’ experience working in a professional office environment.

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.