Front Desk Receptionist/Administrative Assistant

Your Opportunity

We have an exciting opportunity for you to be a part of our operations team as a Front Desk/Reception/Administrative support in a busy architectural/engineering office located in center city Philadelphia, Pennsylvania.

This is a full-time in-office role, Monday through Friday, with business hours defined as 8:00 a.m. to 5:00 p.m.

Your Key Responsibilities

• Reports to Office Manager – works with the Shared Services Business Center to support the Philadelphia office which contains multiple business lines under the oversight of the Office Leader.
• Be present sitting at the Reception Desk during office hours. Present a positive and professional image of the office to all visitors, suppliers, inquiries, and other people.
• Answer Incoming calls and redirect each call appropriately.
• Identify and redirect voice mails received through Stantec’s Main/General phone number.
• Managing administration of office security system and coordinating visitor registration with building security.
• Greet Visitors and notify appropriate staff of their arrival.
• Instruct Visitors of Stantec’s Sign-in/out process.
• Copying and E-filing of daily sign-in/out sheets in compliance with Stantec ‘s Emergency Response Plan and Safety requirements.
• Meeting scheduling assistance, workstation reservation support and selection issue resolution.
• Handling coordination of incoming and outgoing mail, packages, couriers and deliveries.
• Basic office clerical duties include typing, printing and scanning.
• Provide administrative assistance to Stantec Management and Staff within the Philadelphia Office.
• Review documents, reports, and correspondence for format, content, grammar, and spelling – making edits when necessary.
• Overseeing the upkeep of the general office environment, including the dishwasher and general pantry tidiness.
• Coordinate logistics (e.g. food/beverage, catering, room setup/teardown, etc.) of senior leadership team and any programs including meetings, seminars, workshops, special projects, conferences, and events in which they may attend.
• Maintain all front visitor conference rooms ensuring they are organized and clean after each meeting.
• Assist, as needed, all Lunch and Learns scheduled for the Philadelphia Office.
• Supports a positive and engaging office culture through participation in organization of social events, support of employee resource groups, and community building activities.

Your Capabilities and Credentials

• Strong knowledge of office procedures and practices, with high proficiency in MS office including Word, PowerPoint, Excel, and Outlook
• Ability to work independently with initiative, professionalism, and confidentiality. 
• Good at multi-tasking and adapting to change in a very dynamic environment.
• Possess a “can do” and “will do” attitude while taking charge of any assignment given. 
• Must have worked in a team environment and understand the importance of being a team player.
• Sharp thinker with a keen attention to detail along with strong written and verbal communication.
• Resourceful and possess strong problem-solving skills.
• Ability to be active and on feet part of day, and lift weight of up to 35 lbs. 

Education and Experience

• Minimum of 3 years of related professional experience in an office.

Typical office environment working with computers and remaining sedentary for long periods of time. 

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.

About Stantec

Stantec is a global leader in sustainable engineering, architecture, and environmental consulting. The diverse perspectives of our partners and interested parties drive us to think beyond what’s previously been done on critical issues like climate change, digital transformation, and future-proofing our cities and infrastructure. We innovate at the intersection of community, creativity, and client relationships to advance communities everywhere, so that together we can redefine what’s possible.

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.