Administrative Assistant/Project Coordinator

Stantec; Ottawa; On-site; CAD 60,000 - 80,000; Full time

Job summary

An innovative firm seeks a proactive Administrative Assistant/Project Coordinator to support its Buildings group. This role involves assisting Project Managers with project schedules, financial documentation, and ISO compliance. You'll play a crucial part in ensuring projects run smoothly, from preparation and monitoring to final documentation. If you're organized, detail-oriented, and eager to learn in a dynamic environment, this opportunity is perfect for you. Join a team that values creativity and commitment while making a meaningful impact on the built environment.

Qualifications

• 3+ years in a Project Coordinator or Administrative role in Engineering/Architecture.
• Proficient in Microsoft Office, especially MS Project, with strong organizational skills.

Responsibilities

• Assist Project Managers with project schedules, financials, and documentation.
• Monitor project adherence to ISO requirements and assist in audits.

Skills

Organizational Skills

Communication Skills

Problem-Solving Skills

Multi-tasking Skills

Negotiation Skills

Attention to Detail

Self-Motivation

Education

3+ years in Project Coordination

Formal training in Project Management

Tools

Microsoft Office Suite

MS Project

Oracle

Adobe

Job 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

In this position, you will be responsible for diverse functions that include but are not limited to the following:

• 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.

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.