Receptionist/Office Assistant

Receptionist/Office Assistant

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.

Your Opportunity We have an exciting opportunity for a Receptionist/Office Assistant to join our Los Angeles office. We're looking for a friendly, organized, and proactive Receptionist/Office Assistant to play a key role in creating a positive experience for employees, clients, and visitors. The successful candidate will support the smooth day-to-day operations of our growing office through front desk, administrative, and office coordination responsibilities. This is a full-time, in-office position, Monday through Friday, 8:00 a.m.- 5:00 p.m.

Your Key Responsibilities

• Greet clients and visitors in a welcoming and professional manner.
• Assist with opening/closing the office and ensuring the safety procedures are followed.
• Handle incoming phone calls, directing and transferring calls to appropriate team members.
• Ensure reception area, conference rooms, and kitchen are kept clean and tidy, including loading and unloading of dishwasher daily and after each meeting.
• Assist with new hire workstation setup (connecting docking station, monitors, etc).
• Order business cards, access cards and marketing merchandise for new hires.
• Assist with organizing and setup/cleanup of office lunches, parties, potlucks, staff meetings, etc.
• Assist with booking hotel workstations, meeting rooms and meeting coordination.
• Assist with reports, letters, and other documents as needed including data entry task needed in excel, RPM software.
• Assist outside vendors and clients with AV equipment in conference rooms.
• Keep all office, kitchen, conference room and print room supplies properly stocked.
• Assist Health & Safety team as needed (ordering PPE, logging sign-in sheets, updating required posters, etc).
• Assist with facility maintenance and cleaning related issues.
• Assist with archiving project records including scanning of large format drawings, liaising with records management teams as needed for file storage.
• Run office errands and make local deliveries when needed.
• Adhere to company policies and procedures.
• Perform general office duties including, but not limited to:
• typing and formatting correspondence, data entry
• scheduling meetings
• booking travel
• organizing/maintaining office files
• receive, scanning and distribute incoming mail & packages
• processing and preparing mail and packages for shipment
• copying and scanning documents, files, plans, etc.
• processing invoices for coding/payment and tracking invoice payments

Your Capabilities and Credentials

• Must have a positive can-do attitude with the willingness to step in and help wherever needed.
• Dependable and punctual.
• Demonstrated ability to handle multiple priorities and assignments.
• Good written and verbal communications skills.
• Excellent customer service skills.
• Excellent organizational skills and attention to detail.
• Flexibility to learn new skills.
• Strong analytical skills.
• Must be able to successfully work both collaboratively and independently.
• Proficient in MS Office including Word and Excel.
• Ability to lift 20 - 25 lbs (office supplies, cases of paper) when needed.
• Must have a good driving record and valid driver's license.
• Education and Experience
• High school diploma required.
• Minimum of two (2) years of related experience preferred.