Project Coordinator / Admin Assistant

Your Opportunity
Stantec has approximately 22,000 employees with over 400 offices. Our Buildings Engineering group located in the Ottawa office specializes in the design and development processes unique to buildings. Working closely with our clients, our dedicated professionals help to establish and understand the specific needs of a range of building projects. This is where great ideas and rewarding careers are built. For both public and private sector clients, we provide unique plan checking capabilities as well as energy engineering and performance engineering services, covering each of the major engineering disciplines - structural, mechanical, and electrical. Focused on providing the most cost-effective solutions to engineering challenges, we are involved in a diverse range of projects from the initial planning stages to design, construction, and commissioning. Our structure cultivates career growth and provides opportunities as unique as you are.
Your Duties
Our Ottawa office has an immediate opportunity for a professional and dynamic Administrative Assistant/Project Coordinator to join our Buildings group.
In this position, you will be responsible for diverse functions that include but are not limited to the following:

  • Assist Project Managers 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 Project Managers 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 the Project Managers in coordinating, distributing, and updating the team schedules and Work Load/Staffing Forecasts.
  • Assist the Project Managers in updating project fee forecasts.
  • Extract weekly project time reports, and review time spent against budgets with the PM and team leads on a weekly basis.
  • Assist the Project Managers 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 to the PM on a regular basis.
  • Assist the Project Manager in monitoring the schedules for all deliverables (based on the work plan that has been prepared), highlighting issues and areas requiring extra fees to the PM on a biweekly basis.
  • Assist the Project Manager in identifying and communicating scope deviations to key Team members.
  • Take and circulate minutes of project team meetings.
  • Monitor accounts receivable and proactively liaise with Project Managers on a weekly basis on corrective actions and/or additional fees required.
  • Process sub-consultant invoices, handle enquiries/discrepancies, and coordinate with financial team staff to ensure payment.
  • Monitor adherence to key 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 engineering/architectural Discipline Leads.
Duties described may be modified as needed to support the Buildings group.
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:
  • Minimum of 3 years' experience in an Engineering or Architectural consulting company, in a Project Coordinator or Administrative capacity, assisting a Project Management team.
  • Previous experience with financial documents, including budgets is required.
  • 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.
  • Familiarity with Oracle will be an asset.
  • Must be comfortable using a wide variety of forecasting and planning tools.
  • 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.
  • 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.
Job ID 34367
# of Openings Remaining 1
Experience (Years) 3
Discipline Buildings Engineering

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