Project Management Assistant

Your Opportunity

Strong communities don’t just happen. They’re thoughtfully planned and future-ready. We bring life to urban downtowns, suburban hubs, small towns, and rural areas through master-planned communities, mixed-use developments, parks, and recreation facilities. The result: vibrant economic centers, resilient neighborhoods, and welcoming places that feel like home.

If you’re passionate about empowering communities, join us to discover a career with endless opportunities to make communities more equitable, resilient, and livable.

Stantec is seeking a Project Management Assistant to support the day-to-day administration of projects to include task coordination support, project setup assistance invoicing, scheduling, Accounts Receivable/Payable, progress reporting and baseline versus actual cost accounting and scheduling of the project. This role will work directly with Project Managers.

• Administering contracts from initialization to close-out
• Responsible for tracking/logging the status of proposals and contracts throughout the approval cycle and follow up with PM’s and client contacts and sub-consultants as directed.
• Creating and updating Project Setup Forms, Project Implementation Plans, and Project Files
• Prepares, or assists in the preparation of contract documents, letters, or reports as assigned.
• Will need to learn client communication portals for the transmittal of contract related documents and invoices.
• Code invoices verify budgets on tasks and correspond with the sub-consultants on revisions of invoices, as necessary.
• Assist PMs with ISO-9001 Quality Management System compliance and internal/external project audits.
• Work with Project Technical Lead, PMs, and BC Leadership to track, analyze, and keep project financials in order.
• Responsible for entering and maintaining staffing resource assignments into internal resource management tools.
• Ability to receive and work with necessary information in various formats (i.e. via reports, spreadsheets, emails, in-person meetings, project schedules)
• Develop a working knowledge of Oracle PM Dashboard
• Act as primary point of contact for facilitating administration activities including tracking and logging RFIs, submittals, and similar documents.

• Must be detail-oriented, highly organized, self-motivated, and results-driven individual. Ability to work with minimal supervision.
• Exceptional time-management skills, with ability to prioritize conflicting tasks while building and maintaining organizational tracking tools.
• Excellent communication and interpersonal skills with the ability to work with clients, contractors, and staff at all levels.
• Proficient with Microsoft Office Suite:
  Microsoft Word, Microsoft Excel, Microsoft Power Point, and Adobe Acrobat.
• Ability to multi-task and prioritize in a fast-paced environment, with flexibility to juggle numerous projects simultaneously in a rapidly changing environment.
• Strong command of the English language in documentation with excellent communication skills.
• Ability to quickly learn new software applications to improve speed in delivering final product.

• Technical degree/diploma/certificate or equivalent in related field; or equivalent combination of education and experience.
• 3+ years of relevant work experience preferred.
• Must possess a high degree of confidentiality.

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.

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.

Pay…