Job Description

Your Opportunity

The Project Coordinator provides daily timely, accurate, and professional project and administrative support to architectural leadership and project management staff in keeping with Stantec's high standards. The primary responsibility of the Project Coordinator 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 in our Federal sector, however, will require independent work styles.

Your Key Responsibilities

• Provide dedicated project and administrative support to multiple leaders and project managers.
• Enter and maintain current opportunities in Pipeline.
• 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 needed
• Administer Prime and Subconsultant contract status from initialization to close-out including through the legal review process
• Review proposals and contracts and gain an understanding of scope of work, schedule, fees, and limitations and conditions
• Obtain and ensure Certificates of Insurance are up to date
• Prepares &/or assists in the preparation of contract documents/ proposals
• Facilitate and ensure accurate and timely project set ups
• Code invoices, verify budgets on tasks and correspond with the sub-consultants on revisions of invoices as necessary
• Assist Office leader with project management compliance including ISO-9001 Quality Management System compliance and internal/external project audits
• Knowledge of HSSE and work with PM to ensure project is meeting all requirements
• Provide clear & timely meeting notes to teams
• Compile & format deliverables
• Assist with Document Controls
• Act as primary point of contact for facilitating administration activities including tracking and logging RFIs, submittals, and similar documents.
• Produces, analyzes, and distributes ad hoc reports internally and to the client
• Assist Project Managers with project financial documentation.
• Utilizes a variety of software programs to produce and manage deliverables.
• Assists with expense reporting.
• Schedule meetings, travel, and events.
• Responsible for entering and maintaining staffing resource assignments into internal resource management tools
• Occasionally provides coverage for administrative staff assisting with staff inquiries and requests.
• Will need to learn client communication portals for the transmittal of contract related documents and invoices
• 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
• Handles special projects in support of studio and Business Center objectives.

Your Capabilities and Credentials

• The position requires the incumbent to have knowledge of a variety of computer software, specifically, Microsoft Word, Microsoft Excel, Microsoft Power Point, SharePoint, 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
• Professional experience in the architecture/engineering/planning industry is preferred, but not required.
• Clear understanding of service offerings provided by the discipline(s)
• Ability to manage data within spreadsheets and database systems.
• Strong analytical and research skills; with ability to synthesize data and ideas to make recommendations, produce reports, and identify trends and anomalies.
• Strong knowledge of business communication standards for email, correspondence, and telephone etiquette.
• Strong detail orientation and ability to organize and prioritize a diverse array of assignments and duties.
• Ability to operate standard office equipment.
• Strong verbal and written communication skills.
• Ability to maintain a professional demeanor.
• Excellent interpersonal skills.
• Ability to read, interpret, and act upon the requirements outlined in agreements and contracts.
• Working knowledge of Microsoft Office with expertise in Outlook, Word, and Excel and working knowledge of SharePoint.
• Must possess a high degree of confidentiality
• Must bring initiative to identify and execute tasks to support successful project delivery

Education and Experience

Associate of Arts degree or higher in related field.

2+ years experience in a professional office environment as an administrative professional or equivalent combination of education and experience.

Familiarity with Newforma transfer and record-keeping software a plus.

Hybrid office environment working with computers and remaining sedentary for long periods of time. Field work may include exposure to the elements including inclement weather. Field work may include exposure to active construction sites.

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.

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.