Administrative Assistant/Project Coordinator

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

Job summary

A global engineering and architecture firm in Markham is seeking an experienced Administrative Assistant/Project Coordinator to support management efforts. You will assist in project planning, monitor schedules, and ensure compliance with quality assurance requirements. The ideal candidate has at least 3 years of experience in a similar role and proficiency in Microsoft Office. Join us to enhance communities through innovative design and collaboration.

Qualifications

• Minimum of 3 years’ experience in an Engineering or Architectural consulting company.
• Previous experience with financial documents, including budgets.

Responsibilities

• Assist Project Managers in preparing work plans and schedules.
• Prepare project risk assessments and safety forms.
• Monitor accounts receivable and liaise with Project Managers.
• Assist in project closure documentation.

Skills

Microsoft Office Suite

MS Project

Oracle

Verbal communication

Written communication

Problem-solving

Attention to detail

Negotiation

Education

Experience in Project Coordination

Tools

Microsoft Excel

Adobe

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 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, 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 and provide updates to the PM on a regular basis.
• Assist the Project Manager in monitoring the schedules for all deliverables and 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.
• Process sub-consultant invoices 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 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 and report to engineering/architectural Discipline Leads.

Your Capabilities and Credentials

• 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.

Stantec is a global leader in sustainable engineering, architecture, and environmental consulting. We innovate at the intersection of community, creativity, and client relationships to advance communities everywhere. We are an equal opportunities employer and welcome applications from all qualified candidates.