Office Administrator

Holland America-Princess (Holland America Dawson City Inn); Anchorage (AK); On-site; USD 48,000 - 66,000; Full time

Job summary

Stantec in Anchorage is seeking an Office Administrator to be the first point of contact and support for our local team. This role emphasizes outstanding client service, accurate administrative support, and coordination with IT, facilities, and project teams to keep the office running smoothly.

The successful candidate will demonstrate strong communication, organization, and multitasking abilities in a professional office environment and be available during standard business hours to support

Qualifications

• Five years’ experience in a professional office environment with a high school diploma or equivalent.
• Proficiency with MS Office Suite including Teams, Outlook, Word, Excel and SharePoint.
• Ability to multi-task and work in a fast-paced setting.
• Excellent written and spoken communication skills.
• Commitment to safety and Stantec safety protocols and standards.

Responsibilities

• Assist with office administrative duties such as ordering equipment and office supplies, invoicing, coding, electronic file storage, etc.
• Customer service support as the key point of contact for the Anchorage office, greeting visitors and clients, answering calls, and directing inquiries.
• Support internal staff with errands for project managers and marketing.
• Assist onboarding and off-boarding of employees.
• Provide on-site IT support liaison with the IT department.
• Manage physical and electronic records.
• Maintain kitchen/breakroom and daily office upkeep.
• Monitor and communicate with landlord and vendors for building needs.
• Distribute HR information and ensure posters are current.
• Maintain the office budget and track expenditures monthly.
• Develop and implement office policies and procedures.
• Plan in-house or off-site office culture and engagement activities.

Skills

Excellent communication

Multi-tasking

Organizational skills

Team collaboration

Safety awareness

Education

High school diploma

5 years of office experience

Tools

MS Office Suite

Outlook

Teams

SharePoint

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

As our Anchorage Office Administrator, you will take on a vital supporting role of being the first impression and representation of our company!

The ideal candidate will understand and demonstrate excellence in both internal and external client service, along with providing timely, accurate, and professional administrative support in keeping with Stantec’s high standards.

This position is in Stantec’s Anchorage office, with defined hours of 8:00 am – 5:00 pm Monday through Friday.

Your Key Responsibilities

Assist with office administrative duties such as ordering equipment and office supplies, invoicing, coding, electronic file storage, etc.

Customer service support such as serving as the key point of contact for the Anchorage office, greeting visitors and clients ensuring a professional and welcoming environment, answering direct phone calls (providing information, taking messages, redirecting calls), etc.

Support internal staff with errands for project managers and marketing.

Support onboarding and off-boarding employees.

Act as liaison with the IT department to provide physical on-site IT support.

Management of physical and electronic records.

Basic administrative skills: faxing, copying, scanning, and filing.

Communicate with the landlord and third-party vendors for any building needs and repairs that arise.

Handle incoming and outgoing mail including sorting and distributing documents.

Keep any required employment-related posters posted in public areas and in good condition.

Maintain recognition calendar (birthdays and anniversaries).

Office HR information distribution.

Office budget - check every month what line items have been billed by others. Maintain and manage expenditures for the office.

Support the development and implementation of office policies and procedures.

Assist in the planning of in-house or off-site office culture and engagement activities, such as all staff meetings, team-building events, holiday parties etc.

Kitchen/breakroom maintenance: inspect the coffee bar and dishwasher. Order and restock any necessary items. Clean up coffee pots, kitchen at the end of day.

Be available throughout business hours for assistance needed by staff.

Your Capabilities and Credentials

Excellent written and spoken communication skills.

Proficiency with MS Office Suite with expertise in Teams, Outlook, Word, Excel and SharePoint.

Organization skills and ability to perform detail-oriented work are required.

Ability to work independently and with others.

Ability to multi-task and work in a fast-paced environment.

Commitment to safety and Stantec safety protocols and standards.

Possess a valid driver's license with a clean driving record.

Education and Experience

Five (5) years’ experience in a professional office environment with a high school diploma or an equivalent combination of education and related experience.

Professional experience in A/E industry 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.

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.