Project Management Assistant

Your Opportunity

The Project Manager Assistant (PMA) works in conjunction with Project Managers to create and manage the day-to-day administration, invoicing, earned value management, scheduling, Accounts Receivable/Payable, insurance, progress reporting and baseline versus actual cost accounting and scheduling of the project. The primary responsibility of the PMA 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, however, will require independent work styles. Project support to a variety of engineering projects in the advanced manufacturing sector.

Your Key Responsibilities

• Has the ability to work and acclimate to different styles of PMs
• Go-to person for project setup and financial tracking
• Administering contracts from initialization to close-out
• 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 directed
• Creating and updating Project Setup Forms, Project Implementation Plans, and Project Files
• Prepares, or assists in the preparation of contract documents, letters, or reports as assigned
• Will need to learn client communication portals for the transmittal of contract related documents and invoices
• Code invoices, verify budgets on tasks and correspond with the sub-consultants on revisions of invoices as necessary
• Review proposals and contracts and gain an understanding of scope of work, schedule, fees, and limitations and conditions
• Understand Stantec’s Signing Authority Matrix (SAM) and PM Framework
• Be point person on Insurance – aware of COI requirements for Stantec and client
• Knowledge of HSSE and work with PM to ensure project is meeting all requirements
• Be familiar with sector marketing and pipeline to assist with project set up in systems.
• Assist PMs with ISO-9001 Quality Management System compliance and internal/external project audits
• Work with Project Technical Lead, PMs, and BC Leadership to track, analyze, and keep project financials in order
• Responsible for entering and maintaining staffing resource assignments into internal resource management tools
• Ability to receive and work with necessary information in various formats (i.e. via reports, spreadsheets, emails, in-person meetings, project schedules)
• Develop a working knowledge of Oracle PM Dashboard
• Act as primary point of contact for facilitating administration activities including tracking and logging RFIs, submittals, and similar documents.
• 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

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, 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
• Excellent interpersonal skills and ability to interact with all levels of staff and management
• Strong command of the English language in documentation with excellent communication skills
• Ability to quickly learn new software applications to improve speed in delivering final product
• Must possess a high degree of confidentiality
• Ability to work flexible hours as projects and deadlines require
• Must bring initiative to identify and execute tasks to support successful project delivery

Education and Experience

Degree/diploma/certificate or equivalent in related field; or equivalent combination of education and experience.

Minimum of 5 years of relevant work experience.

Typical office environment working with computers and remaining sedentary for long periods of time. 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.

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.