Coordinate Wellington office reception and facilities operations

Reception/Facilities Coordinator

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  • Noticeboard management to ensure posted items are current, remove any out-of-date notices.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.

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
  • Learning and talent development programmes
  • Wellbeing and connection opportunities

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.

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.

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