Coordinator, People Services - Wellington

Kumara Vine; Wellington; On-site; NZD 48,000 - 56,000; Full time

Job summary

Stantec is seeking a Reception/Facilities Coordinator for our Wellington office. The role covers front desk reception, facilities support, and administration for the Wellington site with regional responsibility across Petone, Palmerston North and Hastings.

The successful candidate will be professional, friendly, and organized, ensuring a welcoming reception, smooth facilities operations, and effective coordination of meetings, resources, and office services.

Responsibilities

• Receptionist duties including telephone answering, meeting and greeting clients and visitors.
• Ensure reception area is well presented and visitor management sign in and printer are functioning.
• Ensure kitchen area(s) and meeting rooms are kept clean, tidy, stocked, and prepared for functions including a daily meeting room check to ensure all items accounted for and all equipment is working.
• Noticeboard management to ensure posted items are current, remove any out-of-date notices.
• Sort and organise daily company mail both incoming and outgoing in a timely manner.
• Order office supplies including cafeteria and cleaning stocks required in compliance with Procurement processes.
• Liaise with IT/suppliers regarding photocopier maintenance and ordering of consumables.
• Liaise with building service contractors for office maintenance or building property manager for building maintenance purposes.
• First point of contact for cleaning contractors and coordinate any special cleaning requests and feedback.
• Maintain office assets and equipment register.
• Manage office security access system.
• Assist as required with meeting room and resources booking system.
• Assist with arranging officewide meetings including catering, meeting room and Teams meeting calendar invites.

Job description

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Reception/Facilities Coordinator - ( OS )

Description

Receptionist/Facilities Coordinator

Wellington location - 8am - 3pm (0.75FTE) - 5 days in the office

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.

The opportunity

We need a professional, friendly, and enthusiastic person to join our Wellington office as a Reception/Facilities Coordinator. You will provide professional reception, facilities and administration service and support to the Wellington office as well as facilities service and support to the region i.e. Petone, Palmerston North and Hastings.

In this role you’ll provide

• Receptionist duties including telephone answering, meeting and greeting clients and visitors.
• Ensure reception area is well presented and visitor management sign in and printer are functioning.
• Ensure kitchen area(s) and meeting rooms are kept clean, tidy, stocked, and prepared for functions including a daily meeting room check to ensure all items accounted for and all equipment is working.
• Noticeboard management to ensure posted items are current, remove any out-of-date notices.
• Sort and organise daily company mail both incoming and outgoing in a timely manner.
• Order office supplies including cafeteria and cleaning stocks required in compliance with Procurement processes
• Liaise with IT/suppliers regarding photocopier maintenance and ordering of consumables.
• Liaise with building service contractors for office maintenance or building property manager for building maintenance purposes.
• First point of contact for cleaning contractors and coordinate any special cleaning requests and feedback.
• Maintain office assets and equipment register.
• Manage office security access system.
• Assist as required with meeting room and resources booking system.
• Assist with arranging officewide meetings including catering, meeting room and Teams meeting calendar invites.
• Assist with the return of leased assets as required in compliance with the Procurement processes.
• Office vehicle co-ordination including managing the booking system to include rearranging bookings and to recommend when to use Uber or other transport, submitting monthly usage reporting, booking service or maintenance, updating registrations and arranging for WOF etc as well as receiving any new vehicles and arrange for return of vehicles.
• Receive and distribute officewide authorised communications.
• Assist with insurance claims.
• Ensure staff changes and movements within the office are managed appropriately.
• Act as a local resource for the HSSE Program.
• Assist in the identification, control, and monitoring of office hazards.
• Communicate HSSE initiatives and support messaging (in conjunction with local HSSE representative).
• Conduct office inspections as per the HSSE Program requirements.
• Plan and execute work in a safe and acceptable manner relating to the integrated Management System.
• Undertake all activities in a responsible and professional manner ensuring all work is completed in line with Stantec Core Values and established administrative processes.

What we offer