Administrative Assistant

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

Our Ottawa or Markham office has an immediate opportunity for a professional and dynamic Administrative Assistant/Project Coordinator to join our Buildings group.

Your Key Responsibilities

• Assist Project Managers in the preparation of work plans, monitoring and updating of project schedules.
• Ensure Project initiation requirements (written agreements, Internal Work Orders etc.) are met and in place to satisfy all of Stantec's ISO requirements.
• Prepare Project Set-up forms for initiation into Oracle.
• Assist Project Managers in the preparation of project risk assessments and other safety forms
• Prepare and set-up IWO's (including scope of work, budget, and timing considerations), as required.
• Assist the Project Managers in coordinating, distributing, and updating the team schedules and Work Load/Staffing Forecasts.
• Assist the Project Managers in updating project fee forecasts.
• Extract weekly project time reports, and review time spent against budgets with the PM and team leads on a weekly basis.
• Assist the Project Managers in the preparation/data analysis of project financials including Estimates to Complete, Work In Progress, and Allowance for Doubtful Accounts for each project and provide updates to the PM on a regular basis.
• Assist the Project Manager in monitoring the schedules for all deliverables (based on the work plan that has been prepared), highlighting issues and areas requiring extra fees to the PM on a biweekly basis.
• Assist the Project Manager in identifying and communicating scope deviations to key Team members.
• Take and circulate minutes of project team meetings.
• Monitor accounts receivable and proactively liaise with Project Managers on a weekly basis on corrective actions and/or additional fees required.
• Process sub-consultant invoices, handle enquiries/discrepancies, and coordinate with financial team staff to ensure payment.
• Monitor adherence to key QA requirements and update master peer review schedule for all projects.
• Plan ISO audits of selected projects, direct audit team, and generate reports for submission to corporate QA team.
• Ensure that Peer reviews are scheduled, completed, and well documented.
• Assist the Project Manager in the execution of their duties as may be required from time to time.
• Liaise with Project Manager/Team, and with client where agreed with Project Manager.
• Assist in negotiation of additional fees and invoice payment where appropriate.
• Assist the Project Manager in preparing project closure documentation, archiving, and project post-mortems/lessons learned.
• Generate weekly summaries of team member utilization, highlighting any discrepancies and report to engineering/architectural Discipline Leads.
• Duties described may be modified as needed to support the Buildings group.

Your Capabilities and Credentials

• Formal training in Project Management principles will be considered an asset.
• Must be proficient with the Microsoft Office Suite with excellent skills in MS Project, Word, Excel, Outlook, and Adobe.
• Familiarity with Oracle will be an asset.
• Must be comfortable using a wide variety of forecasting and planning tools.
• Willingness and aptitude to learning on the job and in formal settings.
• Excellent verbal and written communication skills.
• Ability to work independently within a team environment.
• Must be comfortable with making independent decisions within a defined framework of reference.
• Strong multi-tasking skills a necessity.
• Self-motivated and eagerness to learn are definite assets.
• Experienced in providing administrative support to a large group of people considered an asset.
• Excellent problem-solving skills.
• Demonstrated attention to detail.
• Ability to negotiate.
• Ability to be persistent when needed.

Education and Experience

• Minimum of 3 years' experience in an Engineering or Architectural consulting company, in a Project Coordinator or Administrative capacity, assisting a Project Management team.
• Previous experience with financial documents, including budgets is required. 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 others' talents, do exciting work, and make an impact on the world around us. Join us and redefine your personal best.

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 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.