Sub Prequalification Coordinator (Bilingual EN/FR)

Stantec Consulting International Ltd.; Ottawa; On-site; CAD 55,000 - 78,000; Full time

Job summary

Stantec Consulting International Ltd. in Ottawa, Ontario, is seeking a bilingual Sub Prequalification Coordinator to join our team.

You will work with project staff and subcontractors to coordinate documentation, review submissions, assign evaluations to experts, manage data in online systems, and report results and next steps in line with Stantec standards. The ideal candidate is fluent in French and English, has 3+ years in project/contract administration, strong communication and document

Qualifications

• 3+ years experience in project/contract administration, interfacing with clients and subs.
• Post-secondary education (college diploma or equivalent) preferred.

Responsibilities

• Support project teams in prequalifying subcontractors from safety, ethics, insurance, and quality perspectives.
• Coordinate with subs to obtain their company processes per Stantec's requirements.
• Monitor changes to industry and project requirements and adjust pre-qualification standards.
• Maintain accurate data controls and document management.
• Review key documents (COIs, safety manuals) for completeness and compliance.
• Assign evaluations to subject-matter experts and provide status updates to project teams.
• Ensure deadlines are met and compliance maintained; keep NA teams informed.

Skills

Bilingual in French and English

Excellent written and verbal comms

Strong research and compliance

Proficiency in Adobe

MS Office

AI tools

Document control

Stakeholder communication

Education

3+ years experience in project/contract administration

Post-secondary education (college diploma or equivalent)

Tools

Oracle

SharePoint

Azure database

Job description

At Stantec, we have some of the world’s leading professionals passionate about enabling our business to be its best. Our business teams include finance, procurement, human resources, information technology, marketing, corporate development, HSSE, real estate, legal, and practice services. We bring diverse backgrounds, skills, and expertise and create a caring culture where everyone can thrive. Through teamwork and collaboration, we’re building a stronger, more resilient Stantec every day.

Your Opportunity

We have an opportunity for a bilingual Sub Prequalification Coordinator to join our growing team. The Sub Prequalification Coordinator (Sub PQ Coordinator) will work closely with Stantec's project staff and subcontractor and subconsultant (sub) representatives. The successful individual will work with the sub to coordinate required documentation, review and evaluate submitted documents, assign subject-matter expert evaluations, manage details in an online database, and provide information to project teams on the results and next steps according to Stantec standards.

Your Key Responsibilities

• Support project teams in prequalifying Stantec’s subcontractors/ subconsultants (subs) from the safety, ethics, insurance, and quality perspective.

• Communicate and coordinate directly with Stantec’s subs to obtain their company processes in relation to Stantec’s requirements.

• Monitor and respond to industry and project requirement changes, adjusting pre-qualification and documentation standards as needed.

• Manage and maintain accurate data controls.

• Review and evaluate key documentation (e.g., COIs, safety manuals) to ensure completeness, compliance, and alignment with Stantec standards.

• Maintain strong familiarity with company services and sub capabilities to support accurate assessments and submissions.

• Ensure effective document control practices, including organization, version control, and high data entry accuracy.

• Collaborate with project managers and subs to verify required information and ensure adherence to prequalification requirements.

• Assign evaluations to subject-matter experts as needed.

• Make recommendations based on sub’s prequalification status.

• Communicate requirements clearly and confidently, to ensure deadlines are met and compliance is maintained.

• Ensure the North American project teams are kept informed of prequalification status and next steps.

Your Capabilities and Credentials

• Bilingual in French and English is required.

• Excellent written and verbal communication skills.

• Strong research and compliance/auditing knowledge.

• Proficiency in Adobe, MS Office, and AI tools.

• Highly organized, adaptable, detail-oriented, and able to handle and track sensitive information.

• Strong document control aptitude (accuracy, version control, compliance, and gap identification).

• Project safety experience preferred.

• Experience in safety audits preferred.

• Curious mindset and open to learning new concepts, continuous improvement, and generating ideas.

• Strong business ethics practices.

• Confident, self-directed, and effective in stakeholder communication.

• Collaborative and highly adaptable team player with a positive, solutions-oriented mindset.

• Ability to quickly learn and use company systems and tools (e.g., Oracle, SharePoint, Azure database).

Education and Experience

• Minimum 3 years’ experience in project/contract administration, including experience interfacing with clients and subs, document management, and internal support.

• Post-secondary education (college diploma or equivalent) preferred. An equivalent combination of education and related experience can be considered.

Typical office environment working with computers and remaining sedentary for long periods of time.

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.

About Stantec

Stantec is a global leader in sustainable engineering, architecture, and environmental consulting. The diverse perspectives of our partners and interested parties drive us to think beyond what’s previously been done on critical issues like climate change, digital transformation, and future-proofing our cities and infrastructure. We innovate at the intersection of community, creativity, and client relationships to advance communities everywhere, so that together we can redefine what’s possible.

Pay Range

Locations in Lower Mainland - BC, GTA & Ottawa Ontario-$55,300.00 - $77,500.00 Annually

Pay Transparency

In compliance with pay transparency laws, pay ranges are provided for positions in locations where required. Please note, the final agreed upon compensation is based on individual education, qualifications, experience, and work location. At Stantec certain roles are bonus eligible. Actual compensation for part-time roles will be pro-rated based on the agreed number of working hours per week.

Benefits Summary

Regular full-time and part-time employees (working at least 20 hours per week) will have access to health, dental, and vision plans, a wellness program, health care spending account, wellness spending account, 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.