Administrative Coordinator

Stantec; Kamloops; On-site; CAD 45,000 - 60,000; Full time

Job summary

A leading design firm in Kamloops is seeking an Administrative Coordinator to support project teams and maintain documentation. The role requires proficiency in Microsoft Office Suite and strong organizational skills. You will assist with project invoicing, meeting coordination, and documentation preparation while managing multiple priorities in a fast-paced environment. If you are detail-oriented, self-motivated, and reliable, this opportunity is for you.

Qualifications

• Experience in project financial capabilities.
• Ability to manage multiple priorities under tight deadlines.
• Proven ability to assist in construction contract administration.

Responsibilities

• Support project managers and teams for efficiency.
• Maintain project status documentation.
• Prepare accurate project documentation and financial reports.

Skills

Proficient in Microsoft Word

Proficient in Excel

Proficient in PowerPoint

Proficient in Outlook

Proficient in MS Teams

Proficient in Adobe skills

Strong written communication

Strong verbal communication

Strong organizational skills

Attention to detail

Job description

Administrative Coordinator – Kamloops, British Columbia

Stantec’s Buildingsteamis 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

We are currently seeking an Administrative Coordinator for our Kamloops, BC office. This position is 5 days/week – in the office. We are looking for a highly motivated individual with administrative and project coordination skills to provide support to staff in our Buildings group which includes Architects, Interior Designers and Engineers.

Your Duties

The duties include, but are not limited to the following:

• Supports project managers and project teams, to ensure efficiency and functionality.
• Works closely with project teams to maintain a current and accurate understanding of project status, issues and changes.
• Provides support to project managers and project teams to adhere to client standards, contracts management, Stantec required procedures, and document management.
• Prepares required project set up documentation.
• Prepares financial tracking reports and assists with project invoicing.
• Prepares high quality, accurate and timely documents such as: specification packages, reports, addenda, minutes, and other required documentation.
• Assists with construction contract administration – submittals, changes, progress claims
• Follows record retention policies and maintains filing system and records.
• Assists with administration of employee training and development programs.
• Travel coordination including booking flights, hotels, and car rentals.
• Assist with preparation of expense submissions and timecard administration.
• Assist with entering/updating proposal pursuits and project information into the company-wide database.
• Schedules meetings and travel arrangements.
• Prepares anddistribute meeting minutes and agendas.
• Formatting, proof reading and preparation of all types of documents including but not limited to reports, proposal, specifications, presentations, contracts, drawings, spreadsheets, tenders etc. to company standards as assigned.
• Supports business development functions – proposal submissions, staff resumes, and event planning

Your Capabilities and Credentials

• Proficient level of skills/experience using Microsoft Word, Excel, PowerPoint and, Outlook, MS Teams, and Adobe skills with managing PDFs.
• Strong project financial capabilities obtained through experience or education.
• Strong written and verbal communication skills – articulate and diplomatic manner.
• Demonstrated ability to handle multiple priorities and assignments through strong organizational skills.
• Ability to prioritize duties and work under pressure and tight deadlines.
• Methodical, accurate and consistent attention to detail.
• Self-motivated and able to take responsibility.
• Punctual and reliable.
• Flexible attitude.
• Proofreading and editing skills an asset.
• Familiarity with ISO 9001 an asset