Project Coordinator

Stantec; Raleigh (NC); Hybrid; USD 52,000 - 78,000; Full time

Benefits offered by this job

Medical, dental, and vision plans

Wellness program

401(k) plan

Paid holidays and vacation

Job summary

Stantec seeks a Project Coordinator to support project delivery and Raleigh office operations. The role emphasizes document control, invoicing, and supporting leadership while ensuring compliance with ISO requirements and client standards.

As a primary office administrator, you will coordinate office operations, onboarding, vendor relations, and event support to create a welcoming environment for staff and clients in a design consulting setting.

Qualifications

• Prior knowledge of documentation / revision control is required.
• Prior work in documentation control / project assistant role is a plus.
• Demonstrated ability to handle multiple priorities and assignments through strong organizational skills.
• Excellent written and verbal communications a must.
• Strong analytical skills.
• Exceptional attention to detail, and resourcefulness.
• Must have good interpersonal skills.
• Must be able to successfully work both collaboratively and independently.
• Experience with MS Office including Word, PowerPoint, Excel, Teams, and Access.
• Strong project financial capabilities obtained through experience or education.
• Requires understanding of Microsoft Office Suite, Newforma, and Procore software.

Responsibilities

• Create and maintain document control processes, tracking, deliverables scheduling, minutes, RFIs, submittals, and change logs.
• Monitor project status, issues, and changes in collaboration with project team.
• Support adherence to client standards and procedures; manage subconsultant contracts and document management.
• Oversee project invoicing and support business development activities.
• Prepare high-quality documents (specifications, reports, minutes, tracking).
• Coordinate project deliverables and schedules; set up project documentation.
• Maintain document control best practices and retention policies.
• Assist office leadership and project teams with administrative tasks and records.

Skills

Organizational skills

Communication skills

Analytical thinking

Attention to detail

Interpersonal skills

Teamwork and independence

MS Office proficiency

Newforma and Procore knowledge

Education

Technical degree/diploma/certificate in related field; or equivalent combination of education and experience or registration as an EIT or Intern Architect

Architecture/Construction environment experience

Tools

Newforma

Procore

MS Office Suite

Job description

Your Opportunity

In this position as a Project Coordinator, you will provide support for the successful execution of projects through conformance to Stantec’s ISO requirements, corporate policies, solid project management objectives, and client requirements and standards. This is a great opportunity for a motivated, energetic individual who wants to challenge their abilities in a dynamic work environment. This is also an excellent opportunity for a registered EIT or Intern Architect that is looking to gain project controls / management experience in a design consulting environment.

In addition to supporting project delivery, this role serves as a key operational resource for the Raleigh office. As the primary office administrator, you will help ensure the day-to-day functionality of the workplace by coordinating office operations, supporting leadership, facilitating employee onboarding activities, managing vendors and facilities-related needs, and creating a welcoming and organized environment for employees, clients, and visitors.

Your Key Responsibilities

Project Coordination

• Creates document control processes and procedures established for project functions including document tracking, deliverables scheduling and management, minutes, RFIs, submittals, change logs and other communication tools.

• Works closely with the project team to maintain a current and accurate understanding of project status, issues and changes.

• Understands and optimizes Document Control processes and systems.

• Provides support to project management and team members to adhere to client standards, subconsultant contract management, Stantec required procedures, and document management.

• Oversees project invoicing.

• Supports business development functions.

• Prepares high quality, accurate and timely documents such as: specification packages, reports, RFIs, minutes, submittals tracking, and other required documentation.

• Coordinates project deliverables and schedules.

• Prepares required project set up documentation.

• Maintains document control best practices.

• Follows record retention policies.

• Maintains project best practices.

• Prepares project specifications, reports, and other required documents.

• Tracks RFIs and submittals.

• Support Senior Leaders and other professional staff and teams to promote success in the business.

Office Administration & Operations

• Serve as the primary point of contact for day-to-day office operations.

• Greet visitors, clients, and vendors and help create a welcoming office environment.

• Coordinate meeting room schedules, office events, lunch-and-learns, and team gatherings.

• Receive and distribute mail, packages, and deliveries and maintain office supplies.

• Coordinate facility requests and work with property management on office needs.

• Manage relationships with office vendors and service providers.

• Assist with office safety, security, and emergency preparedness activities.

• Support employee onboarding and offboarding activities, including workspace setup and required paperwork.

• Process office invoices, purchase requests, expense reports, and travel arrangements.

• Maintain office records, libraries, and filing systems.

• Support community involvement activities, employee events, and special office initiatives.

• Perform general administrative duties including filing, scanning, copying, data entry, and shipping.

• Provide administrative support to office leadership and project teams as needed.

Your Capabilities and Credentials

• Prior knowledge of documentation / revision control is required.

• Prior work in documentation control / project assistant role is a plus.

• Demonstrated ability to handle multiple priorities and assignments through strong organizational skills.

• Excellent written and verbal communications a must.

• Strong analytical skills.

• Exceptional attention to detail, and resourcefulness.

• Must have good interpersonal skills.

• Must be able to successfully work both collaboratively and independently.

• Experience with MS Office including Word, PowerPoint, Excel, Teams, and Access.

• Strong project financial capabilities obtained through experience or education.

• Requires understanding of Microsoft Office Suite, Newforma, and Procore software.

Education and Experience

• Technical degree/diploma/certificate in related field; or equivalent combination of education and experience or registration as an EIT or Intern Architect with applicable experience.

• A minimum of 4 years of relevant project coordination experience.

• Experience working in an Architecture or Construction environment is an asset.

• This position requires in-office presence and is not a remote role.

Typical office environment working with computers and remaining sedentary for long periods of time. Stantec offer’s a flexible working environment. Possible field work may include exposure to the elements including inclement weather.

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.

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 & 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.