Project Management Assistant

About the role

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. 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 but requires an independent work style. Project support spans a variety of engineering projects in the advanced manufacturing sector.

Responsibilities

• Adapt to different styles of Project Managers and serve as the go-to person for project setup and financial tracking
• Administer contracts from initialization to close-out
• Track and log the status of proposals and contracts throughout the approval cycle; follow up with PMs, client contacts, and sub-consultants as directed
• Create and update Project Setup Forms, Project Implementation Plans, and Project Files
• Prepare or assist in the preparation of contract documents, letters, or reports as assigned
• Learn client communication portals for the 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 of work, schedule, fees, and limitations and conditions
• Understand Stantec’s Signing Authority Matrix (SAM) and PM Framework
• Serve as the point person on insurance, aware of COI requirements for Stantec and clients
• Knowledge of HSSE and work with PM to ensure the project meets all requirements
• Be familiar with sector marketing and pipeline to assist with project setup 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 maintain project financials
• Enter and maintain staffing resource assignments into internal resource management tools
• Receive and work with necessary information in various formats (e.g., reports, spreadsheets, emails, in-person meetings, project schedules)
• Develop a working knowledge of Oracle PM Dashboard
• Act as the primary point of contact for facilitating administration activities including tracking and logging RFIs, submittals, and similar documents
• Help identify the need for change orders and assist with preparation, follow-up, and reallocation of project/task budgets as needed, in coordination with the PM and PA
• Assist with project closeout

Qualifications

• Degree/diploma/certificate or equivalent in a related field; or equivalent combination of education and experience
• Minimum of 5 years of relevant work experience

Skills

• Proficiency in Microsoft Word, Microsoft Excel, Microsoft PowerPoint, and Adobe Acrobat
• Ability to multi-task and prioritize in a fast-paced environment with flexibility to juggle numerous projects simultaneously
• 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
• High degree of confidentiality
• Ability to work flexible hours as projects and deadlines require
• Initiative to identify and execute tasks to support successful project delivery

Work Environment

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.

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

In compliance with pay transparency laws, pay ranges are provided for positions in locations where required. 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

Regular full-time and part-time employees (working at least 20 hours per week) have access to:

• Medical, dental, and vision plans
• Wellness program
• Health saving accounts and flexible spending accounts
• 401(k) plan and employee stock purchase program
• Life and accidental death & dismemberment (AD&D) insurance
• Short-term/long-term disability plans
• Emergency travel benefits
• Tuition reimbursement and professional membership fee coverage
• Paid family leave
• Ten paid holidays per calendar year
• Vacation accrual between 10 and 20 days per year
• 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 listed above may not apply to union positions because benefits for such positions are governed by applicable collective bargaining agreements.

Schedule

Full time