Project Manager 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

• Enter and maintain current opportunities in Pipeline.
• Responsible for tracking/logging the status of proposals throughout the approval cycle, and follow up with PM’s and sub-consultants as needed
• Administer Prime and Subconsultant contract status from initialization to close-out including through the legal review process
• Understand Stantec’s Signing Authority Matrix (SAM) and PM Framework and ensure compliance steps and documents are maintained
• Prepares, or assists in the preparation of contract documents, letters, or reports as assigned
• Facilitate and ensure sub consultants have completed all internal pre-qualification requirements.
• Will need to learn client communication portals for the transmittal of contract related documents and invoices
• 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
• Compile and submit New Vendor & New Client Setups
• Ensuring Project Files are set up & maintained properly
• Create and update Project Setup Forms
• Uploading Intial Project Implementation Plans as well as support entering and maintaining staffing resource assignments into internal resource management tools
• Code sub-consultant & vendor invoices, verifying budgets on tasks and correspond with the sub-consultants on revisions of invoices as necessary
• 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 assist with preparation & compilation of change orders and follow-up
• 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 and styles 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
• Brings 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 2 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 futureproofing
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.