Stantec Senior Administrative Assistant in Surrey, British Columbia

Your Opportunity

We are active members of the communities we serve. That's why at Stantec we always design with community in mind.

The Stantec community unites approximately 22,000 employees working in over 400 locations across six continents. Our work begins at the intersection of community, creativity, and client relationships with a long-term commitment to the people and places we serve. Stantec has the unique ability to connect to projects on a personal level and advance the quality of life in communities across the globe. Visit us at stantec.com or find us on social media.

We are currently seeking a Senior Administrative Assistant with strong multi-tasking, interpersonal, organizational and communication skills to provide administrative, operational and project related assistance to support our growing Water team in our Surrey, British Columbia office. Stantec’s Surrey office is conveniently located next to the Gateway Skytrain Station.

Your Duties

This position is ideal for an individual who takes pride in keeping a team well organized, running smoothly and has the ability to “think ahead”. In this position, you will be responsible for diverse functions that include, but are not limited to the following:

Your Duties:

  • Work with Project Managers, Marketing Team and other Administration staff to develop successful proposals that differentiate us from the competition.

  • Liaise with staff members and assisting with project administration including: correspondence, schedules, minutes, spreadsheets, letters, reports, presentations, database lists, specifications, contracts, etc.

  • Organize, attend and document project and team meetings including the coordination and tracking of action items and deliverables.

  • Create and maintain project schedules and deliverables, as requested.

  • Organize and manage all aspects of filing and information retrieval related to business and client management needs.

  • Perform all tasks related to the processing of incoming and outgoing documents.

  • Collate and format specifications and proposals, edit and proof read for completeness.

  • Process expense reports and timecard administration through the oracle system.

  • Accounts payable.

  • Work with project managers and contractors on contract progress payments and change orders.

  • Provide follow up in a timely manner and prioritize/sequence multiple tasks.

  • Manage Outlook Calendars, set appointments, schedule meetings, identify potential scheduling conflicts and work collaboratively with others to resolve them.

  • Assist with document control, including filing and archiving.

  • Assist with reception relief as needed.

  • Performing other duties as requested.

Your Capabilities and Credentials

We are seeking a self-motivated individual who ideally has experience working in an engineering or architectural consulting firm, who has a demonstrated ability to learn quickly and adapt to new software tools and processes. Additional qualifications include:

  • Certificate or Diploma in Office Administration.

  • Experience preparing and executing effective responses to request for proposals and request for qualifications is an asset.

  • Minimum of 8 - 10 years of experience working in a professional office environment.

  • Proven proficiency using Microsoft Office and presentation support tools, specifically Word, Excel, PowerPoint, Outlook, and Adobe Professional.

  • Proven proficiency using Adobe Design Standards, specifically, InDesign.

  • Flexibility and excellent organization skills to complete multiple tasks with conflicting deadlines.

  • Aptitude in working with numbers and general accounting experience; Accounts Payable.

  • Willingness to work overtime occasionally in order to meet deadlines.

  • Ability to work independently and in a dynamic team environment is required.

  • Good communication skills, both verbal and written.

  • Self-motivated and strong attention to detail.

We would like to thank all candidates that apply; however, only those selected for interviews will be contacted.

Job ID 34069

# of Openings Remaining 1

Experience (Years) 8

Discipline Water and Wastewater Engineering