Stakeholder Coordinator

5 days ago

Toronto, Canada IBI Group Full time

Company Description

We are a global team of dedicated and experienced architects, engineers, planners, designers and technology professionals who share a common desire - to help our clients create livable, sustainable, and advanced urban environments.

IBI Group is now proudly a part of Arcadis. Together, we are committed to improving the quality of life for our clients, people, partners and the communities we all serve.

**Job Description**:
**Overview**:
Arcadis IBI Group is looking for a **dynamic problem solver** and** project administrator**, someone who thrives in a _fast-paced environment_ and can deal with_ conflicting demands_. The Stakeholder Management Coordinator will work with the Project Team as they gather transit project requirements.

**Most Of The Things You'll Work On**:

- Prepare agendas and briefings for stakeholder meetings, prepare minutes of meetings and request approvals from parties involved, follow up on actions, and ensure all information is properly recorded on the document management solution
- Ensure stakeholder records are kept up-to-date and reflect latest contact and engagement activities
- Develop, populate and manage event tracker to record all project presentations, briefings and workshops
- Support reporting, evaluation, and analysis, including maintenance of stakeholder requirements, in partnership with Discipline Leads and Project Team members
- Work collaboratively with all project team members to meet deadlines
- Ensure stakeholder needs and requests are communicated to technical teams, monitoring and analyzing feedback from stakeholder engagement, ensuring all contact is logged in appropriate trackers
- Ensure accurate audit trail maintained of all stakeholder engagement
- Assist Stakeholder Engagement Lead and other team members in building positive working relationships with key stakeholder groups including municipalities, provincial agencies, transit agencies, utilities, emergency services, developers, environmental groups, industry & community groups, businesses, and other affected parties, demonstrating high level engagement skills in written and oral form
- Support the planning and execution of the stakeholder engagement strategy, ensuring collaboration and transparency to drive stakeholder trust and buy-in
- Support the Engagement Lead with the development and management of core project materials including key messages, Q&A, response lines, background papers, engagement checklists, briefings and presentations, tailoring messages to specific audiences
- Support the Engagement Lead with planning and delivery of workshops, community working groups, meetings and focus groups
- Work with the project team to determine key issues, how they relate to the relevant stakeholders and appropriate tactics for stakeholder engagement
- Support the development and successful implementation of communications and stakeholder engagement plans, including detailed tactical delivery plans
- Coordinate with internal team members to action on ad hoc client requests

**Qualifications**:
**You'll Need To Have**:

- _ 2-3 years experience _of undertaking a similar **stakeholder management and administration role**, ideally on a _major infrastructure development project_
- Relevant degree from an accredited University or College
- Demonstrated success in working with conflicting stakeholder requirements in a complex project environment
- Experience with Microsoft Office and document control software
- Excellent writing, editing and grammar skills
- Excellent **communication**, organization, attention to detail and problem-solving skills
- Enthusiastic attitude and strong work ethic
- Flexibility to work with a variety of personalities
- Ability to work independently and within a fast-paced project schedule

Additional Information

We are currently in a hybrid working model. Our office is steps away from St. Clair station and is easily accessible by bike, TTC and car. Occupying 7 floors, with over 700 employees, it is the largest office at IBI Group. The floors are open concept and represent our collaborative approach to projects.

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