Project Management Assistant

Stantec; Boise (ID); On-site; USD 60,000 - 84,000; Full time

Benefits offered by this job

Medical, dental, and vision plans

Ten paid holidays

Vacation 10–20 days per year

401(k) plan

Job summary

Stantec’s Boise team is seeking a Project Manager Assistant to support Project Managers with day-to-day administration, invoicing, scheduling, and cost tracking on advanced manufacturing projects. The role requires independent work styles and strong MS Office skills while maintaining confidentiality.

You will assist with project setup, insurance coordination, audits, and compliance within Stantec's PM framework, helping to keep project financials organized and on track.

Qualifications

• Requires proficiency in MS Word, Excel, PowerPoint, and Adobe Acrobat.
• Ability to multi-task and prioritize in a fast-paced environment.
• Excellent interpersonal skills and ability to interact with all levels of staff and management.
• Strong command of the English language in documentation with excellent communication skills.
• Willingness to learn new software applications to improve speed of delivery.
• Maintains high level of confidentiality.
• Flexible hours as deadlines require.
• Initiative to identify and execute tasks to support project delivery.

Responsibilities

• Has the ability to work and acclimate to different styles of PMs.
• Go-to person for project setup and financial tracking.
• Administering contracts from initialization to close-out.
• Tracking/logging the status of proposals and contracts throughout the approval cycle, and follow up with PMs and client contacts and sub-consultants.
• Creating and updating Project Setup Forms, Project Implementation Plans, and Project Files.
• Prepares or assists in the preparation of contract documents, letters, or reports as assigned.
• Learn client communication portals for transmittal of contract related documents and invoices.
• Code invoices, verify budgets on tasks and correspond with sub-consultants on revisions of invoices as necessary.
• Review proposals and contracts to understand scope, schedule, fees, and conditions.
• Understand Stantec’s Signing Authority Matrix (SAM) and PM Framework.
• Be point person on Insurance – aware of COI requirements for Stantec and client.
• Knowledge of HSSE and ensure project meets requirements.
• Familiar with sector marketing and pipeline to assist with project setup in systems.
• Assist PMs with ISO-9001 Quality Management System compliance and audits.
• Track, analyze, and keep project financials in order with PM team.
• Maintain staffing resource assignments in internal tools.
• Receive information in various formats (reports, spreadsheets, emails, meetings, schedules).
• Develop knowledge of Oracle PM Dashboard.
• Act as primary contact for administration activities including RFIs, submittals, and similar documents.
• Identify need for change orders and assist with prep and follow-up and reallocation of budgets.
• Assist with project closeout.

Skills

MS Word

MS Excel

MS PowerPoint

English proficiency

Multitasking

Interpersonal skills

Confidentiality

Initiative

Education

Degree/diploma/certificate in related field

5+ years of relevant work experience

Tools

Microsoft PowerPoint

Adobe Acrobat

Oracle PM Dashboard

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.

Your Opportunity

The Project Manager Assistant (PMA) works in conjunction with Project Managers to create and manage the day-to-day administration, invoicing, earned value management, scheduling, Accounts Receivable/Payable, insurance, progress reporting and baseline versus actual cost accounting and scheduling of the project. The primary responsibility of the PMA is to handle as many non-technical aspects of project management as possible to allow the PM to focus on the technical components of the project. This role will work directly with Project Managers, however, will require independent work styles. Project support to a variety of engineering projects in the advanced manufacturing sector.

Your Key Responsibilities

• Has the ability to work and acclimate to different styles of PMs
• Go-to person for project setup and financial tracking
• Administering contracts from initialization to close-out
• Responsible for tracking/logging the status of proposals and contracts throughout the approval cycle, and follow up with PM’s and client contacts and sub-consultants as directed
• Creating and updating Project Setup Forms, Project Implementation Plans, and Project Files
• Prepares, or assists in the preparation of contract documents, letters, or reports as assigned
• Will need to learn client communication portals for the transmittal of contract related documents and invoices
• Code invoices, verify budgets on tasks and correspond with the sub-consultants on revisions of invoices as necessary
• Review proposals and contracts and gain an understanding of scope of work, schedule, fees, and limitations and conditions
• Understand Stantec’s Signing Authority Matrix (SAM) and PM Framework
• Be point person on Insurance – aware of COI requirements for Stantec and client
• Knowledge of HSSE and work with PM to ensure project is meeting all requirements
• Be familiar with sector marketing and pipeline to assist with project set up in systems.
• Assist PMs with ISO-9001 Quality Management System compliance and internal/external project audits
• Work with Project Technical Lead, PMs, and BC Leadership to track, analyze, and keep project financials in order
• Responsible for entering and maintaining staffing resource assignments into internal resource management tools
• Ability to receive and work with necessary information in various formats (i.e. via reports, spreadsheets, emails, in-person meetings, project schedules)
• Develop a working knowledge of Oracle PM Dashboard
• Act as primary point of contact for facilitating administration activities including tracking and logging RFIs, submittals, and similar documents.
• Help identify need for change orders and assist with prep and follow-up and reallocation of project/task budgets as needed, in coordination with the PM and PA
• Assist with project closeout

Your Capabilities and Credentials

• The position requires the incumbent to have knowledge of a variety of computer software, specifically, Microsoft Word, Microsoft Excel, Microsoft Power Point, and Adobe Acrobat
• Ability to multi-task and prioritize in a fast-paced environment, with flexibility to juggle numerous writing projects simultaneously in a rapidly changing environment
• Excellent interpersonal skills and ability to interact with all levels of staff and management
• Strong command of the English language in documentation with excellent communication skills
• Ability to quickly learn new software applications to improve speed in delivering final product
• Must possess a high degree of confidentiality
• Ability to work flexible hours as projects and deadlines require
• Must bring initiative to identify and execute tasks to support successful project delivery

Education and Experience

Degree/diploma/certificate or equivalent in related field; or equivalent combination of education and experience.

Minimum Of 5 Years Of Relevant Work Experience.

Typical office environment working with computers and remaining sedentary for long periods of time. 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.

About Stantec

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.

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 | ID | Boise

Organization

BC-2358 Buildings-US Acquisition PSP Mountain BE

Employee Status

Regular

Business Justification

New Position

Travel

No

Schedule

Full time

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.