Administrative Assistant/Project Coordinator

Stantec Consulting International Ltd.; San Antonio, Northern (TX, KY); Hybrid; USD 42,000 - 64,000; Full time

Benefits offered by this job

Medical, dental, and vision plans

401(k) plan

Paid holidays

Job summary

Stantec is seeking an organized, proactive coordinator to support San Antonio projects and front office operations. This full-time, in-person role requires balancing project documentation, schedules, and client-facing duties while maintaining a welcoming office environment.

Ideal candidates have a Bachelor’s degree and at least two years in related roles, preferably in consulting or engineering settings. The position emphasizes accuracy, communication, and teamwork.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Minimum 2+ years in project coordination, administrative, or office support roles.
• Experience in consulting, engineering, architecture, or professional services is a plus.

Responsibilities

• Coordinate project documentation (RFIs, submittals, meeting minutes, deliverables).
• Support schedules, reporting, invoicing coordination, and project setup.
• Maintain document control systems with accuracy and compliance.
• Greet visitors, manage calls, and maintain a professional reception area.
• Organize meetings and events, manage room setup and logistics.

Skills

Project coordination

Office administration

Front desk operations

Communication

Education

Bachelor’s degree or equivalent

Tools

Microsoft Office

Project coordination tools

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.

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

In this role, you will support both project coordination efforts and front office operations within the San Antonio office. You will play a key role in ensuring project teams are organized and supported while also maintaining a professional and welcoming office environment.

This position is ideal for a detail-oriented, proactive individual who thrives in a fast-paced setting, enjoys balancing multiple priorities, and is committed to delivering both operational excellence and high-quality project support.

This position is a full-time in-person role (40hrs/week) Monday through Friday, 8:00 AM to 5:00 PM.

Your Key Responsibilities

Project Coordination & Team Support:

• Coordinate project documentation, including RFIs, submittals, meeting minutes, and deliverables tracking
• Support project managers with schedules, reporting, invoicing coordination, and project setup requirements
• Maintain document control systems, ensuring accuracy, compliance, and adherence to company standards
• Collaborate with project teams to track progress, manage changes, and ensure deadlines are met

Front Desk & Office Operations:

• Provide front desk coverage, greet visitors, manage calls, and maintain a professional reception area
• Handle incoming/outgoing mail, shipments, and general office inquiries
• Coordinate office vendors, supplies, and facilities-related needs

Administrative & Event Coordination:

• Organize meetings, events, and team activities including scheduling, room setup, and logistics
• Maintain organized filing systems (electronic and physical) and ensure records management compliance
• Assist with onboarding logistics, staff support, and office-wide initiatives

Reporting & General Support:

• Assist with reporting, audits, and compliance requirements as needed
• Act as a liaison between office teams and shared services (HR, IT, etc.)
• Support special projects and continuous improvement initiatives

Your Capabilities and Credentials

• Strong organizational skills with the ability to manage multiple priorities and deadlines
• Excellent written and verbal communication skills with a professional, client-focused approach
• High attention to detail with strong problem-solving and analytical abilities
• Ability to work both independently and collaboratively in a dynamic environment
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams) and project coordination tools
• Positive, proactive attitude with strong interpersonal skills and professionalism

Education and Experience

• Bachelor’s degree or equivalent combination of education and experience
• 2+ years of experience in project coordination, administrative, or office support roles
• Experience in consulting, engineering, architecture, or professional services environment is an asset

Typical Work Environment

Typical office environment working with computers and remaining sedentary for long periods of time. This role requires full-time, in-office presence during standard business hours.

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. We innovate at the intersection of community, creativity, and client relationships to advance communities everywhere and redefine what’s possible.

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) have access to medical, dental, and vision plans, a wellness program, health saving accounts, flexible spending accounts, 401(k) plan, employee stock purchase program, 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 family leave. Regular full-time and part-time employees will receive ten paid holidays in each calendar year. In addition, employees will be eligible to accrue vacation between 10 and 20 days per year and eligible for paid sick leave (and if more generous, in accordance with state and local law).

Temporary/casual employees have access to 401(k) plans, employee stock purchase program, and paid leave, in accordance with state and local law.

The benefits information listed above may not apply to union positions because benefits for such positions are governed by applicable collective bargaining agreements

Stantec provides equal employment opportunities to all qualified employees and applicants for future and current employment and prohibit discrimination on the grounds of race, colour, religion, sex, national origin, age, marital status, genetic information, disability, sexual orientation, gender identity or gender expression. We prohibit discrimination in decisions concerning recruitment, hiring, referral, promotion, compensation, fringe benefits, job training, terminations or any other condition of employment. Stantec is in compliance with laws and regulations and ensures equitable opportunities in all aspects of employment. At Stantec we are committed to ensuring our recruitment process is accessible to all. If you require reasonable adjustments to be made during the recruitment process then please inform a member of our Talent Acquisition team.