Administrative Assistant/Project Coordinator – ( 230001U5 )
Description
The buildings that make up the landscape of our daily lives seem like permanent fixtures, fastened to a time and place. But what if that didn’t have to be true? What if our built environment — where we live, learn, play, and conduct business — carried us forward instead?
Our Buildings practice keeps people at its heart, recognizing that our shared journey forward is shaped by the meaningful and responsive places we design. From iconic designs to monumental groundbreakings, join us to bring transformational building solutions to life. Every day we apply our expertise, creativity, and passion to propel communities into the future—join us!
Your Opportunity
Our Calgary office has an immediate opportunity for a professional and dynamic Administrative Assistant/Project Coordinator to join our Buildings group.
Your Key Responsibilities
In this position, you will be responsible for diverse functions that include but are not limited to the following:
Assist in the preparation of work plans, monitoring and updating of project schedules.
Ensure Project initiation requirements (written agreements, Internal Work Orders etc.) are met and in place to satisfy all of Stantec’s ISO requirements.
Prepare Project Set-up forms for initiation into Oracle.
Assist in the preparation of project risk assessments and other safety forms
Prepare and set-up IWO’s (including scope of work, budget, and timing considerations), as required.
Assist in coordinating, distributing, and updating the team schedules and Work Load/Staffing Forecasts.
Assist in updating project fee forecasts.
Assist in the preparation/data analysis of project financials including Estimates to Complete, Work In Progress, and Allowance for Doubtful Accounts for each project and provide updates on a regular basis.
Assist in monitoring the schedules for all deliverables (based on the work plan that has been prepared), highlighting issues and areas requiring extra fees.
Assist in identifying and communicating scope deviations to key Team members.
Take and circulate minutes of internal and external meetings.
Process sub-consultant invoices, handle enquiries/discrepancies, and coordinate with financial team staff to ensure payment.
Monitor adherence to key Quality Assurance (QA) requirements and update master peer review schedule for all projects.
Plan ISO audits of selected projects, direct audit team, and generate reports for submission to corporate QA team.
Ensure that Peer reviews are scheduled, completed, and well documented.
Assist the Project Manager in the execution of their duties as may be required from time to time.
Liaise with Project Manager/Team, and with client where agreed with Project Manager.
Assist in negotiation of additional fees and invoice payment where appropriate.
Assist the Project Manager in preparing project closure documentation, archiving, and project post-mortems/lessons learned.
Generate weekly summaries of team member utilization, highlighting any discrepancies and report to Discipline Leads.
Support the coordination of projects, including maintaining tracking logs for information outstanding to allow for a successful project delivery.
Duties described may be modified as needed to support the Buildings group.
Qualifications
Your Capabilities and Credentials
As the successful candidate, you will possess a strong work ethic, excellent organizational skills, ability to meet tight deadlines and have a commitment for excellence in your field. You will also possess the following qualifications:
Formal training in Project Management principles will be considered an asset.
Must be proficient with the Microsoft Office Suite with excellent skills in MS Project, Word, Excel, Outlook, and Adobe.
Willingness and aptitude to learning on the job and in formal settings.
Excellent verbal and written communication skills.
Ability to work independently within a team environment.
Willingness to work a hybrid work structure, with both in office and at home opportunities.
Must be comfortable with making independent decisions within a defined framework of reference.
Strong multi-tasking skills a necessity.
Self-motivated and eagerness to learn are definite assets.
Experienced in providing administrative support to a large group of people considered an asset.
Excellent problem-solving skills.
Demonstrated attention to detail.
Ability to negotiate.
Ability to be persistent when needed.
Education and Experience
Minimum of 3 years’ experience in a Project Coordinator or Administrative capacity.
Previous experience with financial documents, including budgets is an asset
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.
Benefits Summary: Full-time and part-time employees will have access to health, dental, and vision plans, a well-being program, health care spending account, wellness spending accounts, group registered retirement savings plan, employee stock purchase program, group tax-free savings account, life and accidental death & dismemberment (AD&D) insurance, short-term/long-term disability plans, emergency travel benefits, tuition reimbursement, professional membership fee coverage, and paid time off.
Temporary/casual employees will have access to group registered retirement savings plan, employee stock purchase program, and group tax-free savings account.
Primary Location : Canada-Alberta-Calgary
Organization : BC-1153 Buildings-CA Alberta
Employee Status : Regular
Job Level : Entry Level
Travel : Yes, 10 % of the Time
Schedule : Full-time
Job Posting : Apr 21, 2023, 7:46:22 AM
Req ID: 230001U5
Stantec provides equal employment opportunities to all qualified employees and applicants for future and current employment and prohibit discrimination on the grounds of race, color, religion, sex, national origin, age, marital status, genetic information, disability, protected veteran status, sexual orientation, gender identity or gender expression. We prohibit discrimination in decisions concerning recruitment, hiring, referral, promotion, compensation, fringe benefits, job training, terminations or any other condition of employment. Stantec is in compliance with local, state and federal laws and regulations and ensures equitable opportunities in all aspects of employment. EEO including Disability/Protected Veterans
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