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Administrative Support Specialist

2 months ago

Rochester, New York, United States Stantec Full time
About Stantec

We're a global leader in the design and delivery of infrastructure, environmental, and building projects. Our team of experts is passionate about creating innovative solutions that improve the quality of life for communities around the world.

Job Summary

We're seeking an experienced Administrative Assistant to provide front desk and administrative support to our networked office and employees. This role will play a key part in maintaining a presentable lobby and office areas, assisting guests, directing vendors, and responding to general requests.

Key Responsibilities
  • Perform word processing duties in a timely manner and maintain the quality and format of correspondence, reports, proposals, etc.
  • Operate the telephone switchboard to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments.
  • Greet persons entering the establishment, determine the nature and purpose of the visit, and direct or escort them to specific destinations.
  • Maintain office areas and keep conference rooms in a clean, orderly appearance.
  • Schedule appointments, meetings, book conference rooms, and maintain Outlook calendars.
  • Open and close the reception.
  • Direct incoming and outgoing deliveries in various formats. Collect, sort, distribute, or prepare mail, messages, or courier deliveries.
  • Compose letters, reports, forms, or other material from rough copy, corrected copy, email, or electronic format, or voice recording.
  • Work on technical material, preparing engineering, survey, or construction documents.
  • Create, maintain, and enter information into databases, such as proposals/project opportunities, contracts, and submittals.
  • Schedule travel arrangements for management.
  • Issue checks as requested for project-related expenses.
  • Prepare expenditure requests for staff memberships and other various needs.
  • Responsible for new employee orientation and other onboarding duties.
  • Manage and promote various employee programs, including social and community engagement activities.
  • Oversee the supply room and print room, ordering new supplies as needed.
  • Perform various other administrative tasks.
  • Lead and coordinate the office's Health and Safety program and ensure the local office is meeting corporate policies and procedures.
Requirements
  • Requires administrative experience, reading, writing, grammar, math, and good clerical and communication skills.
  • Requires skills in using computer applications for word processing, spreadsheets, databases, internet navigation, email, and calendars.
  • Intermediate to advanced proficiency with Microsoft Word, Excel, PP, and Adobe Acrobat Pro.
  • Proficient in Microsoft Outlook, including managing calendars, and using TEAMS.
  • Excellent proofreading and editing skills. Keen attention to details.
  • Exceptional organizational and prioritizing skills.
  • Requires a friendly, welcoming personality and professional demeanor, and social skills such as coordination, event planning, service orientation, and social perceptiveness.
  • Highly flexible and able to work efficiently in a high-volume, deadline-driven environment.
  • Team player that is focused, brings a positive attitude, and is committed to collaboration and communication.
Education and Experience

An associate degree is preferred or an equivalent combination of education and experience will be considered.

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.