Administrative Assistant/Project Coordinator

Stantec; Markham; On-site; CAD 45,000 - 75,000; Full time

Job summary

An established industry player seeks a dynamic Administrative Assistant/Project Coordinator to support its Buildings group. In this role, you'll assist Project Managers in preparing work plans, monitoring project schedules, and ensuring compliance with ISO requirements. Your organizational skills and attention to detail will be crucial as you handle project financials, coordinate team schedules, and facilitate communication among team members. This is an exciting opportunity to contribute to meaningful projects that shape our built environment while working in a collaborative and innovative setting. Join us to make a significant impact in the architectural and engineering field.

Benefits

Health Insurance

Dental Insurance

Vision Insurance

Wellness Program

Tuition Reimbursement

Paid Time Off

Employee Stock Purchase Program

Retirement Savings Plan

Qualifications

• Strong work ethic and excellent organizational skills required.
• Proficient in Microsoft Office Suite and project management tools.
• Experience in administrative support within a project management team.

Responsibilities

• Assist Project Managers with project schedules and financials.
• Prepare project initiation documents and monitor deliverables.
• Coordinate team schedules and assist in project closure documentation.

Skills

Organizational Skills

Microsoft Office Suite

MS Project

Problem-Solving Skills

Communication Skills

Negotiation Skills

Multi-tasking Skills

Attention to Detail

Education

3+ years in Project Coordination

Formal training in Project Management

Tools

Oracle

Adobe

Job description

Administrative Assistant/Project Coordinator - ( 250001HM )

Description

The buildings that make up the landscape of our daily lives seem like permanent fixtures, fastened to a time and place. But what if that didn’t have to be true? What if our built environment — where we live, learn, play, and conduct business — carried us forward instead?

Our Buildings practice keeps people at its heart, recognizing that our shared journey forward is shaped by the meaningful and responsive places we design. From iconic designs to monumental groundbreakings, join us to bring transformational building solutions to life. Every day we apply our expertise, creativity, and passion to propel communities into the future—join us!

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.

Qualifications

Your Capabilities and Credentials

As the successful candidate, you will possess a strong work ethic, excellent organizational skills, ability to meet tight deadlines and have a commitment for excellence in your field. You will also possess the following qualifications:

• Formal training in Project Management principles will be considered an asset.
• Must be proficient with the Microsoft Office Suite with excellent skills in MS Project, Word, Excel, Outlook, and Adobe.
• Familiarity with Oracle will be an asset.
• Must be comfortable using a wide variety of forecasting and planning tools.
• Willingness and aptitude to learning on the job and in formal settings.
• Excellent verbal and written communication skills.
• Ability to work independently within a team environment.
• Must be comfortable with making independent decisions within a defined framework of reference.
• Strong multi-tasking skills a necessity.
• Self-motivated and eagerness to learn are definite assets.
• Experienced in providing administrative support to a large group of people considered an asset.
• Excellent problem-solving skills.
• Demonstrated attention to detail.
• Ability to negotiate.
• Ability to be persistent when needed.

Education and Experience

• Minimum of 3 years’ experience in an Engineering or Architectural consulting company, in a Project Coordinator or Administrative capacity, assisting a Project Management team.
• Previous experience with financial documents, including budgets is required.

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 place where the best and brightest come to build on each others’ talents, do exciting work, and make an impact on the world around us. Join us and redefine your personal best.

Benefits Summary: Regular full-time and part-time employees will have access to health, dental, and vision plans, a well-being program, health care spending account, wellness spending accounts, group registered retirement savings plan, employee stock purchase program, group tax-free savings account, life and accidental death & dismemberment (AD&D) insurance, short-term/long-term disability plans, emergency travel benefits, tuition reimbursement, professional membership fee coverage, and paid time off.

Temporary/casual employees will have access to group registered retirement savings plan, employee stock purchase program, and group tax-free savings account.

The benefits information listed above may not apply to union positions because benefits for such positions are governed by applicable collective bargaining agreements.

Primary Location: Canada-Ontario-Ottawa

Other Locations: Canada-Ontario-Markham

Organization: BC-1316 Buildings-CA East BSS

Employee Status: Regular

Job Level: Entry Level

Travel: No

Schedule: Full-time

Job Posting: Apr 9, 2025, 5:22:25 PM

Req ID: 250001HM