Administrative Assistant

Stantec; Ottawa; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading design firm is seeking a professional and dynamic Administrative Assistant/Project Coordinator to join their Buildings group. The role involves assisting Project Managers with project scheduling, financial analysis, and compliance with ISO requirements. The ideal candidate will have strong organizational skills and the ability to manage multiple tasks effectively. This role is crucial in ensuring project success and client satisfaction, all while contributing to the team's collaborative culture and innovative approach.

Qualifications

• Experience in project management or administrative roles.
• Strong organizational and multitasking skills.
• Ability to communicate effectively with team members and clients.

Responsibilities

• Assist in preparation and monitoring of project schedules.
• Prepare project financials and assist in risk assessments.
• Generate weekly reports on project time and utilization.

Skills

Project management support

Financial analysis

ISO standards knowledge

Communication

Job description

Stantec’s Buildings team is on a mission to become the world’s leading integrated design practice. Our architects, engineers, interior designers, consultants, sustainability specialists, and technologists are passionate about the power of design. Our collaborative culture and our innovative, sustainable approach to projects help us create buildings that matter to our world.

Together, we are enhancing the quality of life globally through design.

Join us and design your place with Stantec.

Your Opportunity

Our Ottawa or Markham office has an immediate opportunity for a professional and dynamic Administrative Assistant/Project Coordinator to join our Buildings group.

Your Key Responsibilities

• Assist Project Managers in the preparation of work plans, monitoring and updating of project schedules.
• Ensure Project initiation requirements (written agreements, Internal Work Orders etc.) are met and in place to satisfy all of Stantec’s ISO requirements.
• Prepare Project Set-up forms for initiation into Oracle.
• Assist Project Managers in the preparation of project risk assessments and other safety forms
• Prepare and set-up IWO’s (including scope of work, budget, and timing considerations), as required.
• Assist the Project Managers in coordinating, distributing, and updating the team schedules and Work Load/Staffing Forecasts.
• Assist the Project Managers in updating project fee forecasts.
• Extract weekly project time reports, and review time spent against budgets with the PM and team leads on a weekly basis.
• Assist the Project Managers in the preparation/data analysis of project financials including Estimates to Complete, Work In Progress, and Allowance for Doubtful Accounts for each project and provide updates to the PM on a regular basis.
• Assist the Project Manager in monitoring the schedules for all deliverables (based on the work plan that has been prepared), highlighting issues and areas requiring extra fees to the PM on a biweekly basis.
• Assist the Project Manager in identifying and communicating scope deviations to key Team members.
• Take and circulate minutes of project team meetings.
• Monitor accounts receivable and proactively liaise with Project Managers on a weekly basis on corrective actions and/or additional fees required.
• Process sub-consultant invoices, handle enquiries/discrepancies, and coordinate with financial team staff to ensure payment.
• Monitor adherence to key QA requirements and update master peer review schedule for all projects.
• Plan ISO audits of selected projects, direct audit team, and generate reports for submission to corporate QA team.
• Ensure that Peer reviews are scheduled, completed, and well documented.
• Assist the Project Manager in the execution of their duties as may be required from time to time.
• Liaise with Project Manager/Team, and with client where agreed with Project Manager.
• Assist in negotiation of additional fees and invoice payment where appropriate.
• Assist the Project Manager in preparing project closure documentation, archiving, and project post-mortems/lessons learned.
• Generate weekly summaries of team member utilization, highlighting any discrepancies and report to engineering/architectural Discipline Leads.
• Duties described may be modified as needed to support the Buildings group.