Project Manager Assistant

Stantec; Anchorage (AK); On-site; USD 70,000 - 97,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision plans

401(k) plan

Paid holidays

Job summary

Stantec is seeking a Project Manager Assistant to support Project Managers with non-technical project administration, invoicing, scheduling, and cost tracking across advanced manufacturing projects. The role emphasizes independent work style and strong organizational skills in a fast-paced environment.

The PMA will handle billing, RFI tracking, and documentation while supporting quality and HSSE requirements.

Qualifications

• Knowledge of common office software: Word, Excel, PowerPoint, and Adobe Acrobat.

Responsibilities

• Enter and maintain current opportunities in Pipeline.
• Track and log proposal status through approval cycle.
• Administer contract status from start to close-out including through legal review.
• Ensure compliance with SAM and PM Framework; maintain documents.
• Prepare contract letters or reports as assigned.
• Assist with subconsultant pre-qualification requirements.
• Learn client portals for transmittal of documents and invoices.
• Be the point of contact for insurance and COIs; ensure HSSE compliance.
• Support ISO-9001 quality management and project audits.
• Create and update project setup forms; manage staffing entries.
• Code sub-consultant and vendor invoices and liaise on revisions.
• Receive information in various formats for project updates.

Skills

Multitasking

Interpersonal skills

English language

Confidentiality

Initiative

Education

Degree/ diploma/ certificate or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Adobe Acrobat

Oracle PM Dashboard

Job description

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

• Enter and maintain current opportunities in Pipeline.
• Responsible for tracking/logging the status of proposals throughout the approval cycle, and follow up with PM’s and sub-consultants as needed
• Administer Prime and Subconsultant contract status from initialization to close-out including through the legal review process
• Understand Stantec’s Signing Authority Matrix (SAM) and PM Framework and ensure compliance steps and documents are maintained
• Prepares, or assists in the preparation of contract documents, letters, or reports as assigned
• Facilitate and ensure sub consultants have completed all internal pre-qualification requirements.
• Will need to learn client communication portals for the transmittal of contract related documents and invoices
• 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
• Compile and submit New Vendor & New Client Setups
• Ensuring Project Files are set up & maintained properly
• Create and update Project Setup Forms
• Uploading Intial Project Implementation Plans as well as support entering and maintaining staffing resource assignments into internal resource management tools
• Code sub-consultant & vendor invoices, verifying budgets on tasks and correspond with the sub-consultants on revisions of invoices as necessary
• 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 assist with preparation & compilation of change orders and follow-up
• 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 and styles 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
• Brings 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 2 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 futureproofing 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 Range:

• Locations in WA, DC & Various CA, MA, VA Areas-$69,500.00 - $97,400.00 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 | AK | Anchorage
Organization: 2014 Buildings-US California AID-Anchorage AK
Employee Status: Regular
Management Level: Individual contributor
Business Justification: New Position
Travel: Yes
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.