Stantec System

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Administrative Office Lead

Administrative Office Lead

Job ID 
# of Openings Remaining 
Experience (Years) 
Posted Date 
Environmental Services

More information about this job

Your Opportunity

2,600 Environmental Services staff. 20 technical specialties. 900 professional associations. An international team with local expertise. You could say we know a little something about the environment. Our passion for it drives our work. Grounded by safety, quality, and ethics, we come up with solutions that perfectly fit the site. We know what it takes to balance competing project interests with creativity and efficiency. We know what to look for. And, we know how to get the job done—the right way. Join a team that has the environment down to a science.

Your Duties

We are currently seeking an Administrative Office Lead for our Indianapolis, IN office. This person is an experienced, highly motivated individual with strong administrative expertise to provide front desk and administrative support to our networked office and secondary administrative support to the other offices and staff of Stantec as required.  This position will play a key role by providing support to the local team and assisting with all office operations.



  • Provide progressive administrative assistance within a fast-paced office environment.
  • Perform general office duties including, but not limited to: typing and formatting correspondence and meeting minutes, use of company templates and ability to customize them for a particular use if needed, coordinating travel arrangements, scheduling meetings, maintaining electronic logs, organizing/maintaining office files, scanning and copying, processing and preparing mail and packages for shipment.
  • Developing, reviewing and producing materials (including submittal packages, qualification packages, proposals, and reports). Includes activities like data gathering, QA/QC, printing, binding, and shipping logistics, etc.
  • Passionate about safety and the desire to provide assistance on the office safety program.
  • Assist the administrative team and project managers with archiving project records.
  • Cordially answering and directing incoming calls.
  • Miscellaneous duties as assigned.
  • Working with managers and accounts payable to process invoices.
  • Copying and filing; preparing, sorting, and distributing mail; entering data.
  • Coordinating meetings and agendas.
  • Maintaining stock of office supplies and maintaining office equipment to ensure proper functionality.
  • May assist with project activities, such as editing and preparing bids, tracking work and change orders, processing project status reports, relaying project communications, researching information, and other related support. 

Your Capabilities and Credentials

  • A college degree is preferred.
  • Minimum 3 to 5 years’ experience providing progressive administrative support functions is preferred.
  • Good customer service and phone etiquette skills are needed.
  • Must possess excellent interpersonal skills and a strong commitment to excellence and high standards.
  • Must be proficient in Microsoft Office Suite, including but not limited to Word, Excel and PowerPoint.
  • Must demonstrate a high level of attention to detail in completion of tasks.
  • Must demonstrate the ability to multi-task and prioritize in a fast-paced environment and possess flexibility when juggling numerous tasks simultaneously in a rapidly changing environment.
  • Must grasp instructions and information rapidly and apply them with varying degrees of supervision.
  • Must have versatility, flexibility and willingness to work within frequently changing priorities.
  • Must be able to understand and follow written and verbal instructions.
  • Must be willing and able to take the initiative when needed.
  • Must have strong organizational and problem-solving skills.
  • Professional, positive attitude is needed.
  • Familiarity with maintaining records and archiving processes.
  • Must demonstrate strong business writing skills, including proper use of punctuation, spelling and grammar. 

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Staffing and Recruitment Agencies
Stantec appreciates the interest from the staffing industry, however, unsolicited resumes submitted to Stantec or any Stantec employee without a current and valid staffing agency contract in place with Stantec will not be eligible for any search fees. At this time, Stantec is not welcoming any additional inquiries for agency partnerships.