Administrative Coordinator

Administrative Coordinator – Kamloops, British Columbia

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: 

We are currently seeking an Administrative Coordinator for our Kamloops, BC office. This position is 5 days/week – in the office. We are looking for a highly motivated individual with administrative and project coordination skills to provide support to staff in our Buildings group which includes Architects, Interior Designers and Engineers. 

Your Duties: 

The duties include, but are not limited to the following:

• Supports project managers and project teams, to ensure efficiency and functionality.
• Works closely with project teams to maintain a current and accurate understanding of project status, issues and changes.
• Provides support to project managers and project teams to adhere to client standards, contracts management, Stantec required procedures, and document management.
• Prepares required project set up documentation.
• Prepares financial tracking reports and assists with project invoicing.
• Prepares high quality, accurate and timely documents such as: specification packages, reports, addenda, minutes, and other required documentation.
• Assists with construction contract administration – submittals, changes, progress claims
• Follows record retention policies and maintains filing system and records.
• Assists with administration of employee training and development programs.
• Travel coordination including booking flights, hotels, and car rentals.
• Assist with preparation of expense submissions and timecard administration.
• Assist with entering/updating proposal pursuits and project information into the company-wide database.
• Schedules meetings and travel arrangements.
• Prepares and distribute meeting minutes and agendas.
• Formatting, proof reading and preparation of all types of documents including but not limited to reports, proposal, specifications, presentations, contracts, drawings, spreadsheets, tenders etc. to company standards as assigned.
• Supports business development functions – proposal submissions, staff resumes, and event planning

Your Capabilities and Credentials: 

• Proficient level of skills/experience using Microsoft Word, Excel, PowerPoint and, Outlook, MS Teams, and Adobe skills with managing PDFs. 
• Strong project financial capabilities obtained through experience or education.
• Strong written and verbal communication skills – articulate and diplomatic manner.
• Demonstrated ability to handle multiple priorities and assignments through strong organizational skills.
• Ability to prioritize duties and work under pressure and tight deadlines.
• Methodical, accurate and consistent attention to detail.
• Self-motivated and able to take responsibility.
• Punctual and reliable.
• Flexible attitude.
• Proofreading and editing skills an asset.
• Familiarity with ISO 9001 an asset

Education and Experience

Ideally, a diploma in office administration with 5+ years of administrative assistant experience in a "projects" environment; experience within a consulting professional environment is highly desirable.

Typical hybrid office environment working with computers and remaining sedentary for periods of time with standard ergonomic sit-stand desks. 

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