Project Manager Assistant

At Stantec, we approach every water and natural resource project we undertake—whether at the local, regional, or watershed level—thoughtfully, and execute it with excellence across all project phases. We partner with our clients to design fit‑for‑purpose solutions that address their communities’ unique needs throughout the water infrastructure lifecycle. Our experts lead their fields and guide our work with scientific rigor, an innovative spirit, and a vision for growth.

We’re a place where you can apply your passion and collaborate with top talent on work that’s critical to our clients, our communities, and the industry at large.

We are seeking an entry level Project Management Administrator in our Chandler, AZ office to support our Project Management team throughout the Southwest. The Project Management Administrator works in conjunction with the Project Managers and Project Technical Leads to create and manage the day‑to‑day administration, contracting, reporting, invoicing, earned value management, scheduling, accounts receivable/payable, insurance, progress reporting and baseline versus actual cost accounting and scheduling of the project.

This role will work directly with Project Managers and Leaders.

• Administer contracts from initialization to close‑out.
• Track and log the status of proposals and contracts throughout the approval cycle, and follow up with PMs, client contacts, and sub‑consultants as directed.
• Process subcontracts, insurance requirements, and accounts receivables/payables.
• Create and update Project Setup Forms, Project Implementation Plans, and Project Files.
• Prepare, or assist in the preparation of contract documents, letters, or reports as assigned.
• Learn client communication portals for the transmittal of contract‑related documents and invoices.
• Coding of invoices and expense reports, including correspondence with sub‑consultants/vendors and project accountants on revisions as necessary.
• Assist PMs with ISO‑9001 Quality Management System compliance and internal/external project audits.
• Track, analyze, and keep project financials in order in collaboration with Project Technical Leads, Project Managers, and Business Unit Leadership.
• Enter and maintain staffing resource assignments into internal resource management tools.
• Receive and work with necessary information in various formats (e.g., reports, spreadsheets, emails, meetings, project schedules).
• Develop a working knowledge of Oracle PM Dashboard.
• Act as primary point of contact for facilitating administrative activities, including tracking and logging Requests for Information, submittals, document management and control, project controls, and similar actions.
• Perform administrative support functions such as document production, editing and formatting; manage and maintain project files; coordinate travel arrangements; manage employee expense reports and project invoice coding.

• Strong working skills in Microsoft Office Suite (Word, Excel, PowerPoint, One Note), Microsoft Project, and Adobe Acrobat.
• Proven ability to multi‑task and prioritize in a fast‑paced environment, with flexibility to juggle numerous assignments simultaneously in a rapidly changing environment.
• High level of precision when approaching tasks and projects.
• Strong command of the English language in documentation with excellent written and verbal communication skills.
• Ability to quickly learn new software applications to improve speed in delivering final product.
• Experience in the professional A/E industry is preferred.

• Technical degree/diploma/certificate or equivalent in a related field; or an equivalent combination of education and experience.
• Minimum of two (2) years of relevant work experience.
• Must possess a high degree of confidentiality.

In compliance with pay transparency laws, pay ranges are provided for positions in locations where required. Please note that the final agreed upon compensation is based on individual education, qualifications, experience, and work location. At Stantec certain roles are bonus eligible. Actual compensation for part‑time roles will be…