Team Administrator

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

Job summary

A global leader in engineering and environmental consulting is seeking a proactive administrator to support their Assessment & Permitting team in Southwestern Ontario. You will manage daily operations including scheduling and document maintenance while ensuring resources are available for team members. The ideal candidate has excellent organizational skills, experience in professional settings, and proficiency in project tracking tools. A university degree is required along with a minimum of 3-5 years in administrative roles supporting technical teams.

Qualifications

• Proven administrative experience supporting technical or professional teams.
• Minimum 3-5 years of progressive administration experience.
• Experience in engineering, environmental consulting or similar professional services environment.

Responsibilities

• Manage day-to-day operations, including scheduling and workflow coordination.
• Maintain organized filing systems and track project documentation.
• Assist with planning and coordinating team meetings and training sessions.

Skills

Strong organizational skills

Excellent written and verbal communication

Proficiency in project tracking tools and Microsoft Office

Ability to manage multiple priorities

Education

University degree or post-undergraduate college diploma in Business Administration

Tools

Microsoft Office

Document management systems

Job description

Overview

Grounded in safety, quality, and ethics, our experts lead their fields with dedication, a creative spirit, and a vision for growth. We draw from more than 20 technical specialties worldwide and are devoted to fostering a community of diverse talents, backgrounds, and expertise. Here, you can apply your passion and collaborate with top environmental professionals on work that’s vital to our clients and the communities they serve.

Your Opportunity

Stantec is seeking a highly organized and proactive professional to join our Assessment & Permitting team within the Environmental Services practice to provide administrative support. You will act as a key support person for the Assessment & Permitting team’s Team Leads. This role serves as the operational backbone of the team, managing daily administrative functions that enable technical staff to focus on client deliverables. The administrator coordinates internal communications, maintains critical project backlog tracking systems, and works with the Senior Team Leader to ensure team members have the resources and information needed to perform their work effectively.

Your Key Responsibilities

• Manage day-to-day operations including scheduling, correspondence, and workflow coordination across multiple project teams.
• Maintain organized filing systems, tracking project documentation, and ensuring compliance with internal procedures and retention policies.
• Assist with planning and coordinating team meetings, training sessions, and special events that foster collaboration and professional development.
• Maintain the team’s project backlog system, tracking proposal pursuits from initial opportunity through contract execution, and coordinating with business development staff on pursuit materials and deadlines.
• Provide direct support on key proposal pursuits, including coordinating proposal development activities, compiling technical content from team members, managing proposal schedules and deliverables, formatting documents, and ensuring submissions meet all requirements and deadlines.
• Assist with monitoring team capacity, flag scheduling conflicts, and help Team Leads allocate resources efficiently.
• Draft and distribute team announcements, coordinating with other teams, managing the team’s shared calendars and communication channels, and serving as a point of contact for internal and external inquiries.

Your Capabilities and Credentials

• Proven administrative experience supporting technical or professional teams
• Strong organizational skills with attention to detail and ability to multi-task
• Proficiency in project tracking tools and Microsoft Office applications
• Experience with document management systems and shared collaboration platforms
• Ability to create professional documents, presentations and reports
• Excellent written and verbal communication skills are essential
• Ability to manage competing priorities and maintain confidentiality
• Experience with proposal coordination or project management support is highly valued.

The ideal candidate is proactive, adaptable, and comfortable working in a fast-paced environment where they support multiple leaders and shifting priorities. A collaborative mindset and commitment to enabling team success are critical to thriving in this role.

Education and Experience

A university degree or post-undergraduate college diploma in Business Administration, office management, communications or a related field is required. Equivalent combination of education and relevant work experience will be considered.

Minimum 3-5 years of progressive administration experience, preferably supporting technical or progressional service teams. Experience in engineering, environmental consulting or similar professional services environment is highly desirable.

Qualifications And Assets

• Demonstrated experience coordinating multiple priorities and supporting teams of +30 professionals
• Provide track record managing administrative operations scheduling and communications
• Experience maintaining tracking systems, databases or project management tools
• Strong document management and record-keeping experience

Preferred Experience

• Prior involvement in proposal development, coordination or pursuit tracking
• Experience supporting business development
• Familiarity with project-based work environments where manage multiple concurrent client needs
• Background coordinating events, meetings or training sessions
• Experience working with senior leadership and multiple managers simultaneously

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.

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Primary Location: Canada | ON | London

Organization: 1609 EnvSvcs-CA Ontario West-London ON

Employee Status: Regular

Business Justification: New Position

Travel: No

Schedule: Full time