The Senior Administrator is the primary point of contact in any office for administration support and facilities issues in any office. This usually includes OSEC (office safety and environment coordinator) responsibilities. Depending on the size of office, the OSEC responsibilities are occasionally undertaken by other members of the admin team.
In small offices, the Senior Administrator is the sole admin team member in that office, providing an effective and flexible service to support the general office, project teams/managers with all office administration, project administration, business development activities and supporting the local operational leadership to suit the needs of that office.
In large offices, the Senior Administrator often has one or more Administrators working under their direction. If an office is large enough to have multiple sectors and teams within it, the Senior Administrator can work alongside Administrators to deliver a comprehensive administration and facilities support function to all who need it.
The Senior Administrator reports into the Business Support Lead for that region. The Business Support Lead has their own workload to deliver whilst overseeing and supporting a portfolio of offices and the admin teams within those offices.
Capability Requirements:
You will need to have an open approach to how you work and there may be occasions when you need to be flexible with your time. You will be working with lots of people with different requirements and personalities, so it is important to be able to adapt your style as required.
Responsibilities:
General Office/Facilities/OSEC:
You will be the first point of contact for office and maintenance issues, taking responsibility for dealing with contractors to report faults and repairs, ensuring necessary paperwork is obtained to ensure compliance.
Take on role of Office Safety and Environmental Coordinator (OSEC) duties, which include:
Managing and maintaining office related HSSE:
- Key contact for Facilities Management aspects: use of the Office Activity Manager (OAM) system for office related HSSE records e.g. facilities, inductions of new staff etc. and support business continuity / emergency planning.
- Track the office eco-footprint / energy use.
- Undertake monthly inspections and participate in annual HSSE audits.
- Liaise with contractors when required for routine repairs and maintenance to agree scope of work, price and delivery programme.
- Review contractor RAMS, seeking advise from your HSSE advisor as needed, to ensure the work will be undertaken in a safe way.
Act as a local resource to Project Managers and employees:
- Act as support to the local office in the administration of day-to-day safety activities
- Signpost HSSE advice including to HSSE team
- Order Personal Protective Equipment (PPE)
- Undertake office inductions for new starters
- Share HSSE information e.g. post on notice boards
Support HSSE Team:
- Contribute to regular OSEC calls.
- Help co-ordinate Safer Together training etc.
- Support HSSE messaging.
- Support office related incident reporting and investigation (e.g. use ProSapien).
- You may be required to perform a role within our Emergency Response Team (eg Fire Warden), for which training will be given.
Project Team Support:
You will provide general admin support to project teams to assist them to effectively manage their projects. This can include supporting with specific aspects e.g. Pipeline, project set-up forms, Project Pursuit Tool (PPT), meeting minutes, document control. It may include organising meetings so you will need to be comfortable using Microsoft Outlook. Daily responsibilities can include scheduling meetings, preparing agendas, taking and distributing minutes and arranging all the necessary conference room facilities. You may be required to arrange travel and accommodation for senior colleagues. You may be required to assist with the organisation of external events.
Bid Support:
You may be required to assist with collating information relating to bid documents and tenders which could require liaison with different teams/departments across the business and/or completing supplier questionnaires.
Business Information Systems:
You will use your IT skills to raise purchase orders on our ServiceNow system and use elements of Oracle e.g. process expense claims, assist others to complete their timesheets and book travel via Egencia (training is provided). You may be required to set up wi-fi codes for visitors and to arrange meetings/communicate with colleagues using Microsoft Teams.
Work Pattern:
We are one single UK&I Administration team across all of our UK&I offices and you will be expected to support other admin members to manage work commitments as and when needed.
The Senior Administrator is a key member of our office team for office safety. Currently, we require our administration team to be in the office for their full working week (be that part or full- time).
On very rare occasion, you may be asked to work outside of normal office working hours to undertake work that requires offices to be vacant.
Why Join us?
- Our People Culture: We're a close knit team and very proud of our friendly and collaborative environment
- Growth: We're on an exciting growth journey across the UK&I - we want you to be part of it!
- Great Benefits: Competitive salary, pension plan, holidays, free private medical insurance, discounted gym membership and lots more.
Click here to see what our Senior Executive Assistant Sharon Bassom has to say about working at Stantec: My Stantec Story - Sharon Bassom