Project Coordinator

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.

Your Opportunity 

In this position as a Project Coordinator, you will provide support for the successful execution of projects through conformance to Stantec’s ISO requirements, corporate policies, solid project management objectives, and client requirements and standards. This is a great opportunity for a motivated, energetic individual who wants to challenge their abilities in a dynamic work environment. This is also an excellent opportunity for a registered EIT or Intern Architect that is looking to gain project controls / management experience in a design consulting environment. 

In addition to supporting project delivery, this role serves as a key operational resource for the Raleigh office. As the primary office administrator, you will help ensure the day-to-day functionality of the workplace by coordinating office operations, supporting leadership, facilitating employee onboarding activities, managing vendors and facilities-related needs, and creating a welcoming and organized environment for employees, clients, and visitors. 

Your Key Responsibilities 

Project Coordination 

• Creates document control processes and procedures established for project functions including document tracking, deliverables scheduling and management, minutes, RFIs, submittals, change logs and other communication tools. 
• Works closely with the project team to maintain a current and accurate understanding of project status, issues and changes. 
• Understands and optimizes Document Control processes and systems. 
• Provides support to project management and team members to adhere to client standards, subconsultant contract management, Stantec required procedures, and document management. 
• Oversees project invoicing. 
• Supports business development functions.
• Prepares high quality, accurate and timely documents such as: specification packages, reports, RFIs, minutes, submittals tracking, and other required documentation. 
• Coordinates project deliverables and schedules. 
• Prepares required project set up documentation. 
• Maintains document control best practices. 
• Follows record retention policies. 
• Maintains project best practices. 
• Prepares project specifications, reports, and other required documents. 
• Tracks RFIs and submittals. 
• Support Senior Leaders and other professional staff and teams to promote success in the business.  

Office Administration & Operations

• Serve as the primary point of contact for day-to-day office operations.
• Greet visitors, clients, and vendors and help create a welcoming office environment.
• Coordinate meeting room schedules, office events, lunch-and-learns, and team gatherings.
• Receive and distribute mail, packages, and deliveries and maintain office supplies.
• Coordinate facility requests and work with property management on office needs.
• Manage relationships with office vendors and service providers.
• Assist with office safety, security, and emergency preparedness activities.
• Support employee onboarding and offboarding activities, including workspace setup and required paperwork.
• Process office invoices, purchase requests, expense reports, and travel arrangements.
• Maintain office records, libraries, and filing systems.
• Support community involvement activities, employee events, and special office initiatives.
• Perform general administrative duties including filing, scanning, copying, data entry, and shipping.
• Provide administrative support to office leadership and project teams as needed.

Your Capabilities and Credentials 

• Prior knowledge of documentation / revision control is required. 
• Prior work in documentation control / project assistant role is a plus. 
• Demonstrated ability to handle multiple priorities and assignments through strong organizational skills. 
• Excellent written and verbal communications a must. 
• Strong analytical skills. 
• Exceptional attention to detail, and resourcefulness. 
• Must have good interpersonal skills. 
• Must be able to successfully work both collaboratively and independently. 
• Experience with MS Office including Word, PowerPoint, Excel, Teams, and Access. 
• Strong project financial capabilities obtained through experience or education. 
• Requires understanding of Microsoft Office Suite, Newforma, and Procore software.

Education and Experience 

• Technical degree/diploma/certificate in related field; or equivalent combination of education and experience or registration as an EIT or Intern Architect with applicable experience. 
• A minimum of 4 years of relevant project coordination experience. 
• Experience working in an Architecture or Construction environment is an asset.  
• This position requires in-office presence and is not a remote role.

Typical office environment working with computers and remaining sedentary for long periods of time. Stantec offer’s a flexible working environment. Possible field work may include exposure to the elements including inclement weather. 

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.