Project Controls Coordinator-Contract Administrator

Stantec; San Jose (CA); On-site; USD 68,000 - 98,000; Full time

Benefits offered by this job

Medical, dental, and vision plans

Wellness program

401(k) plan

Employee stock purchase program

Paid holidays

Job summary

Stantec is seeking a Project Controls Coordinator-Contract Administrator to ensure contract and financial compliance for government and public‑agency projects. You will work with Project Management, Controls, Accounting, and Marketing to minimize risk and keep project teams focused on delivery.

The role requires knowledge of DOT and public procurement, strong analytical and communication skills, and experience coordinating billing and subconsultant documentation.

Qualifications

• Knowledge of consulting and/or public‑agency contract administration and applicable procurement laws.
• Ability to interpret and apply policies, procedures, contracts, budgets, and cost or pricing information.
• Experience preparing contract documentation and proposal responses.
• Strong analytical, negotiation, issue‑resolution, and written and verbal communication skills.

Responsibilities

• Ensure contract and financial compliance across prime contracts, task orders, amendments, and modifications.
• Track and report on project cost performance.
• Prepare month‑end reports for project management and clients.
• Provide contract compliance guidance to project teams.
• Coordinate invoices with Project Controls and Project Accounting to confirm alignment with contracts.
• Maintain complete, accurate billing support and documentation.
• Support PMs with other project tasks as required.
• Lead coordination of subconsultant compliance activities and track obligations.

Skills

Contract administration

Policy interpretation

Documentation

Analytical skills

Negotiation

Cross-functional collaboration

MS Office

Education

Bachelor's degree or equivalent in business/PM/finance

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Job description

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.

Join a team that’s naturally committed to the environment.

The Project Controls Coordinator-Contract Administrator supports the successful delivery of various government and public‑agency projects by ensuring contract and financial compliance with contract requirements. Working closely with Project Management, Project Controls, Project Accounting, and Marketing and Business Development, this role helps project teams consistently apply contract requirements and reduce financial and compliance risk.

This position provides a central point of coordination for contract requirements and related financial documentation, allowing project teams to remain focused on delivery.

Key Responsibilities

Key Responsibilities Contract & Financial Compliance- Ensures compliance with state and federal contractual requirements across prime contracts, task orders, amendments, and modifications.

• Ensures financial terms - including rates, fee structures, funding limits, and authorization requirements - are interpreted correctly and applied consistently

• Tracks and reports on project cost performance.

• Prepares month‑end reports for project management and clients.

• Provides contract compliance guidance to project teams.

Project Controls and Billing Support

Project Controls and Billing Support- Supports with project setups, rate and gross margin reviews, rosters

• Coordinates with Project Controls and Project Accounting to confirm invoices align with contractual requirements and approved rates.

• Maintains complete, accurate billing support, financial exhibits, client forms, and other documentation as required.

• Supports Project Manager and/or Project Controller with other project related tasks, as required.

Subconsultant Contract & Compliance

Subconsultant Contract & Compliance- Ensures subconsultant agreements and documentation comply with requirements

• Leads coordination of subconsultant compliance activities, including approvals, insurance, funding limits, and required documentation.

• Tracks subconsultant contractual obligations in coordination with the project team.

• Reviews and tracks subconsultant invoices and contractual obligations in coordination with the project team.

Cross‑Functional Coordination & Risk Management

• Supports with cost or pricing input for proposals, task‑order pursuits, and client submittals.

• Identifies and escalates compliance risks and supports corrective actions.

• Maintains organized, auditable contract and financial records in accordance with client and company standards.

Your Capabilities and Credentials

• Knowledge of consulting and/or public‑agency contract administration and applicable procurement laws, rules, and regulations.

• Ability to interpret and apply policies, procedures, contracts, budgets, and cost or pricing information.

• Experience preparing contract documentation and proposal responses.

• Strong analytical, negotiation, issue‑resolution, and written and verbal communication skills.

• Ability to work professionally across Stantec teams and with client staff.

• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.

Qualifications

• Bachelor’s degree or equivalent experience in business, project management, finance, or a related field.

• Typically 5+ years of experience supporting transportation or public‑sector projects.

• Experience with Caltrans or other state DOT contracts strongly preferred.

• Strong understanding of consulting contracts, DOT billing requirements, and financial compliance.

• Highly organized, detail‑oriented, and comfortable working across multiple teams.

1. 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.

2. Stantec is a place where the best and brightest come to build on each other’s talents, do exciting work, and make an impact on the world around us. Join us and redefine your personal best.

3. About Stantec

4. 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.

5. #StayInquisitive

6.

Pay Range:

Locations in MN, OH, VT, & Various CA, ME, NY, VA Areas-$67,500.00 - $97,900.00 Annually

Locations in CO, HI, IL, MD & Various CA, CT, NJ, VA Areas-$74,300.00 - $107,700.00 Annually

Locations in WA, DC & Various CA, MA, VA Areas-$79,700.00 - $115,500.00 Annually

Locations in NYC & Various CA, CT, NJ Areas-$85,100.00 - $123,400.00 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) 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

Primary Location: United States | CA | Roseville
Other Locations: United States | CA | San Jose
Organization: BC-2391 EnvSvcs-US Project Support
Employee Status: Regular
Management Level: Individual contributor
Business Justification: New Position
Travel: Yes
Schedule: Full time
Job Posting: 19/10/2026 04:10:13
Req ID: 1008381

#additional

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.