Project Coordinator: Docs, Scheduling & PM Support

Stantec; Raleigh (NC); On-site; USD 55,000 - 75,000; Full time

Job summary

Stantec’s Buildings team invites a Project Coordinator to support project execution aligned with ISO requirements, policies, and client standards. This role suits a motivated individual seeking experience in project controls within a design consulting setting, including potential EIT or Intern Architect exposure.

You will handle document control, invoicing oversight, and office operations while collaborating with professionals to ensure quality deliverables and compliant project administration

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.

Responsibilities

• 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.
• 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.

Skills

Document control

Project coordination

MS Office

Communication

Education

Technical degree/diploma/certificate in related field

EIT or Intern Architect

Tools

Newforma

Procore

Job description

Stantec’s Buildings team invites a Project Coordinator to support project execution aligned with ISO requirements, policies, and client standards. This role suits a motivated individual seeking experience in project controls within a design consulting setting, including potential EIT or Intern Architect exposure.

You will handle document control, invoicing oversight, and office operations while collaborating with professionals to ensure quality deliverables and compliant project administration