Office Administrator

August 25 2021
Industries Architecture, Engineering and related
Categories Administrative, Clerical, Office manager, Trades, Technicians, Construction
London, ON

Office Administrator - ( 2100021O )


Grow with the best. Join a smart, creative, and inspired team that accomplishes operational excellence. Bringing together individuals with diverse backgrounds, talents, and expertise, our 22,000 team members in over 400 locations worldwide are vital to making our Company stronger.

Your Opportunity

Your role will be to provide administrative support to our team.We are currently seeking a highly motivated and proactive individual to provide administrative leadership and facilitate office operations within our 70-person London, Ontario office. The successful candidate will be responsible for the office's facility operations, health and safety coordination, IT coordination and employee engagement initiatives.

Your Key Responsibilities

The candidate must be able to organize and prioritize multiple tasks, effectively manage through stressful situations, and consistently make effective, high quality decisions; must understand complex relationships, develop open, effective, and consistent communication with the managing leaders and staff. The role has overall responsibility for the office, including the maintenance and operations, workplace safety, driving employee engagement initiatives and contract services. The role is also the Office Health and Safety Coordinator (OSEC) which manages the local HSSE (Health, Safety, Security, and Environment) program and coordinates with Regional HSSE Leadership.

Specific duties in your role as Office Administrator would include:

  • Work with internal office staff and leadership to assess and resolve their office/facility-related needs.

  • Act as the primary contact for building property management and ensure implementation of preventive, ongoing and anticipated maintenance/repair programs.

  • Manage third-party vendors and orders for office supplies, printing supplies, furniture, and coordinate 3rd party suppliers for parking, coffee and kitchen supplies, misc. items, etc.

  • Develop and manage annual facilities operating budgets, proactively track variances, and manage within targets.

  • Achieve cost savings through maximizing utilization of suppliers, preferred vendors/contractors and identify additional efficiency opportunities.

  • Obtain quotes and manage the procurement process for any facility improvements.

  • Ensure all site management and operations practices comply with Stantec standards.

  • Develop and maintain strong, positive relationships with the office leadership and staff.

  • Oversee all IT needs, ensure that IT equipment is up to date and meets the needs of the office and make recommendations to the Office Leader for potential upgrades.

  • Staffing the front reception desk, answer phones, greet clients and receive incoming and outgoing mail and parcel delivery.

  • With support from the office social committee, lead and promote the office social activities including developing social activities and managing bookings and supplies.

  • Coordinate assignment and set-up of new employee's workspace and initial requirements, such as PPE requirements and equipment procurement and tracking.

Specific duties in your role as Office Health and Safety Coordinator would include:

  • Work with the Office Leader and Regional Health and Safety leadership to implement corporate HSSE policies and develop local HSSE plans.

  • Maintain office HSSE information boards and regular employee communications.

  • Identifying and tracking training requirements for project-specific field activities.

  • Help project managers, supervisors, and others obtain appropriate PPE for employees working on their projects.

  • Conduct monthly office inspections, annual workplace violence program assessment and other office level HSSE activities required by the HSSE program

  • Development and testing of emergency response plans, including relevant emergency drills.

  • Facilitate the application of Stantec’s office ergonomics program, which includes conducting office ergonomic assessments and associated changes to the workstation.

  • Conduct HSSE Program orientation for new employees.

  • Assist with preparation for internal and external audits and coordinating the remedy of any non-conformance responses.

  • Act as a local resource for HSSE questions, concerns, and suggestions from employees. Regularly disseminate relevant information to employees on topics such as incident prevention, and compliance through various means including e-mail, face-to-face meetings, and team interactions.

  • Assist with project-level hazard assessments and mitigation strategies.

  • Assist PMs to develop project specific safety plans and complete associated forms and documentation.

  • Bring relevant items forward at team meetings, OSEC meetings, and/or joint health and safety committee meetings.

  • Participate in regional OSEC conference calls.

  • Support efforts to track Stantec’s eco-footprint by providing information on resource management at an office level. Also, support efforts to disseminate corporate information on our environmental commitments to the local operations.

  • Support supervisors, project managers, and local management through the incident reporting and investigation process. Where required, support incident investigations and assist with implementation of corrective actions.

  • Work in conjunction with the Corporate HSSE (Regional HSSE Manager), Workers’ Compensation Claims Coordinator, and Human Resources and assist in the coordination of case management and modified work planning for injured employees.


Your Capabilities and Credentials

  • Strong leadership, financial management, and team building skills.

  • Excellent interpersonal, communication and organizational skills.

  • Customer service centric approach to working with internal and external clients; superior client relationship management skills.

  • Ability to plan and manage financials within budget and time constraints.

  • Computer proficiency with MS Office.

  • Detail oriented with the ability to handle multiple processes and prioritize tasks.

  • Enthusiastic demeanor, collaborative approach, and solutions oriented.

  • Experience with managing multiple vendors and small capital projects.

  • Administrative experience in a professional setting.

  • Experience with developing and managing budgets preferred.

  • Experience in the health and safety field, managing and auditing HSSE management systems is preferred.

  • Experience working with multi-disciplinary teams of professionals in the consulting industry would be an asset.

Education and Experience

Bachelor's degree or equivalent operations or property management experience.

Minimum of 5 years of building operations management experience.

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.

Stantec is a place where the best and brightest come to build on each other's talents, do exciting work, and make an impact on the world around us. Join us and redefine your personal best.

Primary Location : Canada-Ontario-London

Job : Administrative Support

Organization : BC-1679 Shared Services-CA London ON

Employee Status : Regular

Job Level : Individual Contributor

Travel : No

Schedule : Full-time

Job Posting : Aug 25, 2021, 8:07:50 AM

Req ID: 2100021O

Stantec provides equal employment opportunities to all qualified employees and applicants for future and current employment and prohibit discrimination on the grounds of race, color, religion, sex, national origin, age, marital status, genetic information, disability, protected veteran status, sexual orientation, gender identity or gender expression. We prohibit discrimination in decisions concerning recruitment, hiring, referral, promotion, compensation, fringe benefits, job training, terminations or any other condition of employment. Stantec is in compliance with local, state and federal laws and regulations and ensures equitable opportunities in all aspects of employment. EEO including Disability/Protected Veterans

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