Reception/Facilities Coordinator

®; Wellington; On-site; NZD 60,000 - 75,000; Part time

Benefits offered by this job

Professional development

Health and life insurance

Employee assistance program

Office social club and events

Job summary

Stantec is seeking a Reception/Facilities Coordinator for our Wellington office, 8am-3pm, 0.75FTE, five days in the office. You will provide polished front desk service, coordinating facilities and administration support for the Wellington region.

Leading duties include visitor management, mail handling, meeting room coordination, office supplies, and liaising with IT and building services. Prior reception/administration experience is essential to thrive in this role.

Qualifications

• Previous reception, facilities and administration experience are essential.
• Intermediate skills with a range of Microsoft applications.
• Experience in a similar environment would be advantageous.

Responsibilities

• Reception duties including telephone answering and greeting clients and visitors.
• Coordinate kitchen, meeting rooms, and supplier liaison for office facilities.
• Manage mail, office supplies, and procurement processes.
• Liaise with IT and building services for maintenance and equipment.
• Assist with booking system for meetings and catering.

Skills

Reception duties

Facilities coordination

Administration

Microsoft Office

Teamwork

Tools

Microsoft Office Suite

Job description

Reception/Facilities Coordinator - ( 260000OS )

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:

At Stantec, we take your growth and fulfilment seriously. We're proud to offer many supportive benefits, including:

Professional development and support

• Salary sacrifice leave: purchasing up to an extra four weeks of leave and provision for school term contracts.
• Learning and talent development programmes, including global, online, and on-the-job opportunities.
• Service recognition awards

Wellbeing and connection opportunities

• Health insurance, income continuance insurance, and life insurance.
• Employee assistance program.
• Office Social Club and events

About Stantec:

The Stantec community unites approximately 34,000 employees working in over 450 locations across six continents. We collaborate across disciplines and industries to bring buildings, energy, resources, water, environmental, transport and infrastructure projects to life. Our work from initial project concept and planning through design, construction, and commissioning begins at the intersection of community, creativity, and client relationships.

Qualifications

About you

To be successful in the role, a positive, team-oriented attitude is a must as you will need to work collaboratively with other staff, so prior experience in a similar environment would be an advantage. Previous reception, facilities and administration experience are essential, plus an ability to prioritise your workload with intermediate skills on a range of Microsoft applications.

Stantec provides equal employment opportunities to all qualified employees and applicants for future and current employment and prohibit discrimination on the grounds of race, color, religion, sex, national origin, age, marital status, genetic information, disability, protected veteran status, sexual orientation, gender identity or gender expression. We prohibit discrimination in decisions concerning recruitment, hiring, referral, promotion, compensation, fringe benefits, job training, terminations or any other condition of employment. Stantec is in compliance with local, state and federal laws and regulations and ensures equitable opportunities in all aspects of employment. EEO including Disability/Protected Veterans