Your Opportunity
Your role will be to provide front desk reception and office coordination support to our Ottawa team. This is a visible, hands-on role at the centre of a busy professional services office, supporting staff, visitors, meetings, office operations, and day-to-day problem solving.
We are looking for someone who is organized, dependable, and proactive – someone who takes pride in keeping things running smoothly, notices what needs attention, and is comfortable taking ownership of practical details. This role would suit a self-starter who enjoys variety, working with people, and contributing to a positive, well-functioning office environment.
Your Key Responsibilities
- Performs reception duties for Office; answers phone and routes calls, faxes, screens and receives visitors from lobby.
- Performs administrative and clerical tasks including data entry, filing, photocopying, scanning etc.
- Coordinates incoming and outgoing mail, deliveries, couriers etc.
- Records management.
- Schedules meetings, books meeting rooms, workspaces, handles any special requests, managing games room, sets up and cleans up meeting rooms.
- Prepares of correspondence, presentations, proposals and reports as required.
- Maintains cleanliness of reception area and other common areas.
- Manages corrections with print company monthly.
- Orders and stocks office supplies.
- Arranges food orders.
- Places service calls/requests.
- Assists in coordinating quarterly all-staff meetings.
- Assists in the onboarding of new employees.
- Maintains and tracks parking forms and employee parking information.
- Liaises with Payroll to ensure accurate tracking of employee parking.
There may also be opportunities over time to support more complex administrative work, including assistance with project coordination, proposals, reports, and other business support activities.
Your Capabilities and Credentials
- Excellent customer service skills.
- Positive and proactive attitude.
- Dependability and punctuality.
- Effective verbal and written communication.
- Flexibility to learn new skills.
- Ability to lift 15-25lbs of office supplies.
- Proficiency in MS Office Suite.
- Bilingual (English and French) is an asset.
Education and Experience
- High School Diploma or equivalent combination of education and experience.
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.
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.
