Facilities Coordinator

Stantec Consulting International Ltd.; Saskatoon; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading company is seeking a Facilities Coordinator in Saskatoon to support office operations and provide excellent customer service. The role involves managing facility operations, ensuring a positive visitor experience, and assisting with administrative duties. Candidates should have a Bachelor's degree, extensive administrative experience, and strong interpersonal skills.

Qualifications

• Minimum 5 years progressive administrative experience in a professional setting.
• Strong leadership and team building skills.
• Proficient in managing multiple tasks effectively.

Responsibilities

• Manage office facility operations and front desk management.
• Provide customer service and administrative support to the office leader.
• Organize and prioritize multiple tasks for office efficiency.

Skills

Customer service

Organizational skills

Communication skills

Problem-solving

Team Building

Education

Bachelor's degree or administration diploma

Tools

MS Office

Job description

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 are currently seeking a highly motivated and proactive Facilities Coordinator to support office operations and provide high level front desk, administration, customer service support within our office located in Saskatoon.

You will be sharing the responsibility and accountability for the office's facility operations and management, as well as assuming a lead role for management of the front desk. As the face and voice of Stantec, the successful candidate must have demonstrated experience in a similar role, have a high degree of professionalism and corporate communication skills, be professionally presented, have superior organizational skills with the ability to focus on multiple tasks and changing priorities and have a mature approach and confidence in dealing with a wide range of clients (both internal and external) and business partners.

Your Key Responsibilities

• The candidate must be able to organize and prioritize multiple tasks, effectively manage challenging situations, and consistently make efficient, high-quality decisions. The ability to respond to various working and communication styles while developing open, effective, and consistent communication with the managing leaders and staff is essential along with enthusiasm to motivate and support the shared services team.

• Create a great first impression, and interface in a professional and positive manner while greeting clients and vendors both in person and over the phone including managing the visitor registration process.

• Anticipate the needs of guests to ensure their seamless and positive experience.

• Maintain visitor logbook and badges; issue visitor badges; check and maintain visitor badges.

• Answer phones and route calls as necessary, forwarding and screening calls.

• Assist employees with Boardroom bookings and Handle conference room scheduling.

• Develop and maintain strong, positive relationships with the office leadership and staff.

• Work with internal client groups to assess and resolve their office/facility-related needs. Ensure needs of local client group are being most effectively met.

• Maintaining confidentiality of records and ensuring document destruction as necessary.

• Managing off-site storage facilities and records management for all office locations.

• Support other regional/shared services special projects and activities when assigned.

• Manage third-party vendor contracted services as required.

• Achieve cost savings through maximizing utilization of suppliers, preferred vendors/contractors and identify additional efficiency opportunities.

• Ensure all site management and operations practices comply with Stantec standards.

• Office Safety & Security – liaise with building property management regarding issues/concerns, i.e., building entrance doors, parking lot lighting, vandalism, etc., monitor interior security access system and cameras, and replace equipment as required, maintenance and control of visitor records and distribution of building access cards, office keys, etc.

• Maintain and create secured files and databases for Facilities and Health, Safety, Security and Environmental (HSSE), includes security system, access card system, maintenance requests, and reports.

• Lead and assist with the onboarding of new employees, access cards, parking, and tours.

• Communicate HSSE initiatives and support messaging in their area of responsibility.

• Participate in regional OSEC/JHSC conference calls.

• Complete worksite inspections for the Saskatoon office.

• Participate as a member of the Emergency Response Team; assist to provide a safe and secure working environment.

• Collaborate with Social Committee to coordinate office social activities.

• May be required to sit on internal committees as office management representative.

• Help maintain operational accountability by tracking key metrics and preparing reports.

• Provide administrative support for the office leader's strategic initiatives and projects.

• Offer general administrative assistance to the office leader, including managing schedules, organizing meetings, and handling correspondence.

• Other duties, as assigned.

Your Capabilities and Credentials

• Strong leadership and team building skills.

• Excellent interpersonal, communication and organizational skills.

• Customer service centric approach to working with internal clients; superior client relationship management skills.

• Computer proficiency with MS Office.

• Proven clearly written and oral communication skills.

• Detail oriented with the ability to handle multiple processes and prioritize tasks.

• Enthusiastic demeanor, collaborative approach, and solutions oriented.

• Proven critical thinking and problem-solving skills.

• The ability to work well under pressure and take initiative.

• A positive, proactive attitude, high-energy level, flexibility, dependability, and willingness to learn new skills and be a team player.

Education and Experience

Minimum 5 years progressive administrative experience in a professional setting

Bachelor's degree/administration diploma or equivalent experience

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.

Primary Location: Canada | SK | Saskatoon
Organization: BC-1183 Shared Services-CA Saskatoon SK
Employee Status: Regular
Job Level: Nonmanager
Travel: No
Schedule: Full time
Job Posting: 19/06/2025 08:06:23
Req ID: 1001183