Project Administrator

Stantec is seeking a Project Administrator to join our Infrastructure & Environment Team based at our Hawthorn Park,
Northampton Office , supporting a group of Project Managers who deliver projects across our Geo and Transport Disciplines.

This is a diverse and engaging role that encompasses end-to-end project support/administration from initial enquiry through to project completion. The successful candidate will collaborate closely with our experienced Geo/Transport staff within the Infrastructure & Environment Team, under the guidance of our Project Management Assistant Lead. Comprehensive training in all processes will be provided, along with ongoing mentorship to support your development.

• Execute instructions from Project Managers for the range of pursuit tracking to setup and close out. This can include, but is not limited to, creation of Opportunity on Pipeline, folder set up, providing assistance with Fee Proposal creation and issue, providing all required information to the PA team upon new instruction to complete project set up.

• Track opportunity pursuits in Pipeline, from initial set up, updating as status changes and through to award or close out. Reviewing and updating neglected Opportunities.

• Provide contract administration assistance:
  Including tracking contract reviews (standard and non-standard), facilitate Stantec approval of contract. Also support for Contract changes and change orders over the life of the project.

• Assisting the drafting of project budgets in the Project Pursuit Tool (PPT), establish requests for new projects, coordinate with PMs and Project Independent Reviewers for internal approvals at the appropriate signature authority level.

• Assist with invoicing process, coordinating with Project Accounting and PMs. Track accounts receivable and coordinate with PMs for outstanding invoice payment from client.

• Develop and maintain ongoing administration of change orders.

• Assist in gathering and coordinating project management information from the task managers on multidisciplinary projects.

• Assist with additional projects tasks as requested.

• Assist and coordinate project closure and archive.

• Manage Team Workboard working with Senior Management to ensure it is kept up to date

• Manage allocation of Vehicles & Equipment for Site Work – via the Workboard

• Management of the Geo fleet of pool vehicles

• Keep Fleet Checker up to date, arrange maintenance of vehicles and repairs including MOT & Servicing, Windscreen repairs, tyre changes etc

• Management of Technical Equipment calibrations and records

• Monitor all equipment and ensure equipment is calibrated as per the Equipment Register. Equipment Register to be updated to follow Stantec’s Maintenance & Calibration Equipment Procedure.

• Assist with setting up new starters ensuring that they are set up for their job role (IT, software, PPE and vehicle insurance)

• Maintain PPE Stocks and order where required for Geo Engineers.

• Supplier Management – Assist PM’s to set up new Suppliers, liaising with Procurement and H&S to ensure prompt set up. Raise PO’s for Suppliers as requested by PM’s. Raise PO’s for general Geo Suppliers used by the Region. Ensure all supplier invoices are processed and deal with any queries

• Ordering Radon Reports/Envirocheck/Groundsure/Coal Authority reports prior to Ground Investigation works

• Ensuring compliance with Health and Safety

• Where applicable and in line with Stantec’s Safety Management System

• Use of Company Credit Card – for adhoc purchases, ensuring prompt uploading of invoices/receipts to Oracle for payment.

• Document and electronic filing.

• Assist Project Accounting and Project Control Specialists…