Office Coordinator

2 weeks ago

Victoria, Canada Stantec Full time

Office Coordinator - ( 230000J1 )

**Description**

**Receptionist**
- Greet guests - go over HS visitor information and provide visitor pass, find seating if required
- Answer all incoming calls and transfer to appropriate person
- Handle conference room scheduling
- Ensure conference rooms are always presentable for continuous meetings throughout the day
- Organize catering for meetings, set up boardrooms (water, glasses, and dishes, stationary supplies)
- Incoming mail -date stamp and deliver
- Prepare outgoing mail (create mailing labels if required)
- Check forwarding - copy for project file and send checks received in the post to Edmonton
- Return cell phones to Wireless (Edmonton)
- Add/Remove staff from Victoria Staff Phone list
- Provide staff with new and replacement access cards/keys keep inventory of assigned cards
- Log facilities request/issues with landlord
- Assist staff with boardroom bookings
- Update receptionist manual
- Support coordination of all staff meetings
- Sorting pay stubs and handing out to staff.

**Accounts Payable - Shared Service**
- Invoice coding
- Scan/Send Invoices
- Rec Statements, AP inquiries

**Facilities**
- Maintain inventory of stationary and office supplies; ensure that all print rooms are tidy and properly stocked
- Order coffee/tea and other kitchen supplies and keep kitchen tidy
- Order printer supplies and make ARC aware of any maintenance issues
- Order or print name plates
- Manage parking requests and reconcile parking invoices
- As requested set-up workstations and offices for new employees to make sure that the workstation is clean and equipped with chair, pedestal with the correct key, garbage bin, recycling bin, telephone, desk stationary and name tag, and liaise with IT for computer set-up
- Coordinate and participate in the planning and management of small office renovations and fit-out projects
- Coordinate with outside vendors and contractors for services, maintenance and repairs to office and equipment and oversee contractors performing work within the office
- Manage and update seating plans
- Ensure the office maintains a professional appearance
- Implement and investigate routine and preventive office maintenance and coordinate as needed with property managers
- Maintain accurate service records of equipment replacement and repairs
- Administrative tasks related to facilities i.e. create expenditure requests, review vendor invoices

**Qualifications**

**Office Safety & Environment Coordinator (OSEC)**
- Act as a local resource for advice on the health and safety issues related to the office practices.
- Provide advice and guidance with regards to completing incident reports.
- Conduct office safety orientations for new employees and ensure that follow up documentation is completed.
- Conduct/coordinate office monthly safety office inspections and report findings to the office leaders and the JHSC/safety committee.
- Oversee the office personal protective equipment (PPE) inventory, so that if any PPE is required by the office it is readily available and is in a state of good working order.
- Review new safety practices and procedures at a local level and provide constructive comments to office leaders and employees.
- Participate in the review of any Emergency Response Plan (ERP) exercises.
- Assist in the implementation of corrective actions identified by internal and external audits.
- Participate in any additional health and safety training required at a local and corporate level.
- Ensuring meeting minutes that have a safety element are distributed to the local HSSE team.
- Represent the office at the British Columbia OSEC meetings and bring forward issues/ suggestions that the office has generated.
- Work in conjunction with Corporate HSSE, HR and Workers Compensation Claims Coordinator, to assist in the coordination of case management and modified work planning for any injured employees.

**Human Resources/ Office Support**
- Act as Office Contract
- HR On Boarding for New Staff/Transfers
- Assist with special events planning, including social committee activities

**Admin Support as required but may include**
- Type up meeting minutes from site meetings
- Edit/Print proposals
- Support staff with travel arrangements and expense claims
- Preparing internal and external memos, letter, correspondences and reports
- Generally, help anywhere needed
- 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-British Columbia-Victoria

**Organization** : BC-1239 Shared Services-CA Victoria BC

**Employee Status** : Regular

**Job Level**

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