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Administrative Coordinator

2 months ago

Knoxville, Tennessee, United States Stantec Full time
About the Role

We are seeking a highly motivated and organized individual to join our team as an Administrative Assistant. This is an exciting opportunity to support our local management team and contribute to the success of our office.

Key Responsibilities
  • Provide administrative support to senior management and other personnel within the office.
  • Attend meetings, prepare agendas, meeting minutes, and action items as needed.
  • Perform general office support duties, including:
    • Coordinating facility maintenance with building management or outside vendors.
    • Managing vendors, including contract review and invoice tracking.
    • Keeping current and accurate records.
  • Support project delivery and execution, including:
    • Technical writing and proofreading of work by others.
    • Preparing and formatting technical documents and reports, specifications, printing, and binding.
    • Maintaining project electronic files and paper information.
    • Executing contract agreements; processing field reports.
    • Correspondence and formatting presentations and database lists.
  • Assist with marketing and business development efforts, including proposal development and pursuit tracking.
  • Work with project managers to support project delivery and execution, including schedule management and prioritization, budget review, and deliverable tracking.
  • Support the preparation of weekly reports to clients.
  • Schedule and assist in QA/QC reviews.
  • Oversee weekly production meetings to meet specific project deadlines.
  • Maintain positive client relationships.
  • Create and oversee technical document production and provide review of technical documents that support required submissions.
  • Support and ensure implementation of Health, Safety, Security, and Environment (HSSE) Policies, Procedures, Standards, and Guidelines in the execution of all work and coordinate with HSSE professionals during the execution of all phases of project planning and implementation.
  • Support new hire orientation in the office, including ordering equipment, ensuring workspace is set up, setting up security access, providing office tour, directing new hire to orientation material and review training checklists, assist new hires with ordering of mobile phone, credit card, and business cards.
  • Disseminate HR materials, such as employment law posters, and coordinate any onsite events.
  • Participate in team and independent-based work.
  • Serve as a local brand steward, ensuring materials produced by local offices are brand compliant.
  • Manage electronic calendars, coordinate office meetings and training sessions, including ordering meals and refreshments as needed.
  • Process expense reports, invoices, orders, timecards, etc.
  • Coordinate travel itineraries and arrangements.
  • Assist with document control, including filing and archiving.
  • Perform other administrative duties as required.
Requirements
  • Excellent technical writing, organizational, and communication skills.
  • Prior experience working with project managers and the A/E field to manage contracts and subcontractors is a plus.
  • Must possess excellent interpersonal skills and a strong commitment to excellence and high standards.
  • Project and task management experience with strong attention to detail.
  • Demonstrated team player with the ability to work independently and take initiative.
  • Strong multi-tasking skills with the ability to prioritize and organize multiple concurrent assignments.
  • Excellent computer skills, including MS Word, Excel, InDesign, and PowerPoint.
  • Must grasp instructions and information rapidly and apply them with varying degrees of supervision.
  • Must have the ability to understand and follow written and verbal instructions.
  • Must take initiative and have strong organizational, problem-solving, and analytical skills.
  • Must be willing to help all staff members.
  • Must be professional and possess a positive attitude.
  • Must possess a high degree of confidentiality and sound judgment.
Education and Experience
  • A high school diploma is required; a college degree is preferred.
  • Must have five (5) years of experience in an administrative assistant role; supervisory experience is preferred.