Project Management 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.

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.

• Has the ability to work and acclimate to different styles of PMs

• Go-to person for project setup and financial tracking

• Administering contracts from initialization to close-out

• Responsible for tracking/logging the status of proposals and contracts throughout the approval cycle, and follow up with PM’s and client contacts and sub-consultants as directed

• Creating and updating Project Setup Forms, Project Implementation Plans, and Project Files

• Prepares, or assists in the preparation of contract documents, letters, or reports as assigned

• Will need to learn client communication portals for the transmittal of contract related documents and invoices

• Code invoices, verify budgets on tasks and correspond with the sub-consultants on revisions of invoices as necessary

• Review proposals and contracts and gain an understanding of scope of work, schedule, fees, and limitations and conditions

• Understand Stantec’s Signing Authority Matrix (SAM) and PM Framework

• 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

• Work with Project Technical Lead, PMs, and BC Leadership to track, analyze, and keep project financials in order

• Responsible for entering and maintaining staffing resource assignments into internal resource management tools

• 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 identify need for change orders and assist with prep and follow-up and reallocation of project/task budgets as needed, in coordination with the PM and PA

• Assist with project closeout

• 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 of staff and management

• Strong…