The buildings that make up the landscape of our daily lives seem like permanent fixtures, fastened to a time and place. But what if that didn’t have to be true? What if our built environment — where we live, learn, play, and conduct business — carried us forward instead?

Our Buildings practice keeps people at its heart, recognizing that our shared journey forward is shaped by the meaningful and responsive places we design. From iconic designs to monumental groundbreakings, join us to bring transformational building solutions to life. Every day we apply our expertise, creativity, and passion to propel communities into the future—join us!

Your Opportunity

In the role of Administrative Assistant, the ideal candidate will be a team-oriented professional who can wear multiple hats and is experienced in handling a wide range of administrative related tasks. Well organized, flexible and enjoys the administrative challenges of supporting a multi-disciplined office of diverse professionals. This position will work within a matrix management environment, candidate must be able to take work from multiple sources, prioritize accordingly, and communicate workload to direct manager.

Your Key Responsibilities Process incoming invoices Assist with shipping and receiving. Assist with timecards and expense reports. Assist with pipeline, Plantify and other project related data entry. Coordinate client dining arrangements when needed. Coordinate hotel and/or travel reservations when needed. Create reminders and/or schedule calendar appointments as necessary. Order food for strategic meetings and events.  Plan, implement and promote client project opening events. Coordinate with IT department and create expenditure requests on behalf of employee. Assist on special assignments as needed. Compile research for special projects. Delegate/coordinate tasks as appropriate to other members of the team on principal’s behalf Assist leaders with employee orientation and onboarding. Assist with the set-up and clean-up of conference rooms after events, order and coordinate client meetings. Coordinate with cross-functional support teams.  Serve as a beacon of knowledge sharing Stantec process/information.  Serve as administrative point of contact for Buildings group in Houston office.

Billable Responsibilities:

Assist the Project Manager in setting up project folders and other administrative project tasks (Project numbers, COIs, etc.)   Monitor project workplans as compared to actual time spent on projects. Plan project opening events and ribbon cuttings with leadership, project team and client. Support reporting requirements for invoice submittal. Track billing and payments. Assist PM on invoice follow up. Your Capabilities and Credentials Ability to work proactively, professionalism, and confidentiality, and can work independently, multi-task and adapt to change in a very dynamic environment. Team player takes direction and is eager to help. Effectively manages multiple deadlines and priorities. Strong social skills and ability to collaborate in a multi-disciplinary, dynamic environment. Able to maintain filing systems and basic databases and meticulous records maintenance skills. Excellent problem-solving skills. Establish and maintain a highly organized office with a distributed team. Excellent communication skills and attention to detail. Education and Experience Requires understanding of Microsoft Office Suite.  High-school diploma or equivalent education required. 5+ years of administrative experience. Experience within Architectural, Engineering, Construction preferred. 

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.

Additional Information