Program Administrator: Dynamic Project Coordinator

Stantec Consulting International Ltd.; Sacramento (CA); On-site; USD 74,000 - 108,000; Full time

Job summary

Stantec Consulting International Ltd. in Sacramento is seeking a Program Administrator to partner with Project Managers and Account Managers on day-to-day program administration, including scheduling, meeting minutes, proposals, and change orders.

The PA handles non-technical aspects of project delivery, learns client portals, and supports contract tracking, invoicing, and reporting while maintaining confidentiality and flexibility in hours.

Qualifications

• Minimum of 5 years of relevant work experience.
• Degree/diploma/certificate or equivalent in related field.

Responsibilities

• Assists PMs with project setup and financial tracking.
• Administers contracts from initialization to close-out.
• Tracks proposals and contracts through approval cycles and coordinates with PMs, client contacts and sub-consultants.
• Creates and updates Project Setup Forms, Project Implementation Plans, and Project Files.
• Prepares contract documents, letters, or reports as assigned.
• Learns client communication portals for transmittal of documents and invoices.
• Codes invoices and verifies budgets; coordinates with sub-consultants on revisions.
• Reviews proposals and contracts to understand scope, schedule, fees, and conditions.
• Understands Stantec's Signing Authority Matrix and PM Framework.
• Acts as point person on Insurance (COI requirements).
• Ensures HSSE compliance with PM and project team.
• Supports sector marketing and pipeline activities for project setup.
• Assists with ISO-9001 quality management system compliance and audits.
• Manages information in various formats (reports, spreadsheets, emails, meetings, schedules).
• Assists with change orders and budget reallocations with PM/PA coordination.
• Assists with project closeout.

Skills

Interpersonal skills

English communication

Confidentiality

Multi-tasking

Adaptability

Education

Degree or equivalent in related field

Tools

MS Word

MS Excel

PowerPoint

Adobe Acrobat

Job description

Stantec Consulting International Ltd. in Sacramento is seeking a Program Administrator to partner with Project Managers and Account Managers on day-to-day program administration, including scheduling, meeting minutes, proposals, and change orders.

The PA handles non-technical aspects of project delivery, learns client portals, and supports contract tracking, invoicing, and reporting while maintaining confidentiality and flexibility in hours.