Project Manager Assistant

®; Reno (NV); In loco; USD 55.000 - 75.000; Tempo pieno

Descrizione del lavoro

Stantec’s Buildings team is seeking a Project Manager Assistant to support Project Managers with day-to-day administration, invoicing, scheduling and cost management on a range of engineering projects.

This role focuses on non-technical aspects, works with PMs and subconsultants, and offers exposure to a growing advanced manufacturing sector within a global design practice. Reno, NV location emphasizes onsite collaboration.

Competenze

• Proficiency with MS Office suite including Word, Excel, PowerPoint, and Acrobat
• Ability to multi-task and prioritize in a fast-paced environment
• Strong interpersonal and communication skills in English
• Maintain confidentiality and handle sensitive information
• Proactive mindset to support project delivery

Mansioni

• Enter and maintain opportunities in Pipeline
• Track proposals through approval cycles and follow up with PMs/sub-consultants
• Manage contract status from initiation to close-out including legal reviews
• Adhere to Signing Authority Matrix and PM Framework requirements
• Prepare contract documents, letters, or reports as assigned
• Coordinate subconsultant pre-qualification processes
• Learn client communication portals for contracts and invoices
• Act as point person for insurance requirements
• Support HSSE compliance and project audits
• Assist with project set-ups and staffing resource entries
• Code invoices and liaison with sub-consultants on revisions
• Receive information from reports, spreadsheets, emails, and meetings
• Develop knowledge of Oracle PM Dashboard
• Support RFIs and submittals tracking
• Assist with change orders and project closeout

Conoscenze

Multi-tasking

Interpersonal skills

English communication

Confidentiality

Initiative

Formazione

Related degree or diploma

2 years relevant experience

Strumenti

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Adobe Acrobat

Descrizione del lavoro

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

• 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 subconsultants 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 Initial 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

• Possess a valid driver’s license with a good driving record

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

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. 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.

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.

Primary Location: United States | NV | Reno
Organization: BC-2045 Buildings-US California Engineering
Employee Status: Regular
Management Level: Entry Level
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.