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Administrative Assistant
Stantec
Administrative support and project coordination for Stantec Buildings group.
8d ago
Intermediate (4-7 years)
Full Time
Ottawa
Hybrid
Company Size
32,000 Employees
Service Specialisms
Planning
Engineering
Architecture
Interior Design
Landscape Architecture
Surveying
Environmental Sciences
Project Management
Sector Specialisms
Industrial
Energy
Infrastructure
Buildings
Residential
Commercial
Water Resources
Heavy Civil
Role
What you would be doing
schedule monitoring
financial analysis
qa audits
project setup
utilization reporting
client liaison
- Assist the Project Manager in the execution of their duties as may be required from time to time.
- Assist the Project Managers in updating project fee forecasts.
- Monitor adherence to key QA requirements and update master peer review schedule for all projects.
- Prepare and setup IWO’s (including scope of work, budget, and timing considerations), as required.
- Plan ISO audits of selected projects, direct audit team, and generate reports for submission to corporate QA team.
- Assist the Project Managers in coordinating, distributing, and updating the team schedules and Work Load/Staffing Forecasts.
- 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.
- 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.
- Monitor accounts receivable and proactively liaise with Project Managers on a weekly basis on corrective actions and/or additional fees required.
- Extract weekly project time reports, and review time spent against budgets with the PM and team leads on a weekly basis.
- Assist in negotiation of additional fees and invoice payment where appropriate.
- Assist the Project Manager in identifying and communicating scope deviations to key Team members.
- 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.
- Generate weekly summaries of team member utilization, highlighting any discrepancies and report to engineering/architectural Discipline Leads.
- Liaise with Project Manager/Team, and with client where agreed with Project Manager.
- Assist Project Managers in the preparation of project risk assessments and other safety forms
- Take and circulate minutes of project team meetings.
- Prepare Project Setup forms for initiation into Oracle.
- Process subconsultant invoices, handle enquiries/discrepancies, and coordinate with financial team staff to ensure payment.
- Ensure that Peer reviews are scheduled, completed, and well documented.
- Assist the Project Manager in preparing project closure documentation, archiving, and project postmortems/lessons learned.
What you bring
project coordinator
project management
oracle
ms project
excel
detail oriented
- Demonstrated attention to detail.
- Minimum of 3 years’ experience in an Engineering or Architectural consulting company, in a Project Coordinator or Administrative capacity, assisting a Project Management team.
- Ability to be persistent when needed.
- Excellent verbal and written communication skills.
- Previous experience with financial documents, including budgets is required. 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 others’ talents, do exciting work, and make an impact on the world around us. Join us and redefine your personal best.
- Ability to negotiate.
- Must be comfortable using a wide variety of forecasting and planning tools.
- Formal training in Project Management principles will be considered an asset.
- Ability to work independently within a team environment.
- Willingness and aptitude to learning on the job and in formal settings.
- Familiarity with Oracle will be an asset.
- Must be proficient with the Microsoft Office Suite with excellent skills in MS Project, Word, Excel, Outlook, and Adobe.
- Experienced in providing administrative support to a large group of people considered an asset.
- Must be comfortable with making independent decisions within a defined framework of reference.
- Excellent problemsolving skills.
- Strong multitasking skills a necessity.
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Training + DevelopmentInformation not given or found
Interview process
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Security clearanceInformation not given or found
Company
Overview
Founded in 1954
Year Established
The company was established as a one-person environmental engineering practice in 1954.
MWH Global in 2016
Acquisition Year
Completed the acquisition of MWH Global to enhance expertise in water and natural resources.
450+ Offices
Global Presence
Operates across more than 450 offices on six continents, showcasing extensive global reach.
6 Continents
Geographic Reach
Maintains a strong presence on six continents through strategic expansion.
- Began as a one-person environmental engineering practice and has grown through strategic geographic and service expansion.
- Publicly listed on the NYSE and TSX, Stantec has completed major acquisitions to bolster expertise and strengthen global infrastructure portfolio.
- Headquartered in the iconic Stantec Tower in Edmonton, the company has delivered landmark projects like the Panama Canal Expansion and high-profile community developments.
- Leverages interdisciplinary teams of designers, engineers, scientists, and project managers.
- Typical projects span urban planning, civil infrastructure, water management, environmental assessment, energy delivery, and architectural design, serving public and private sectors.
- Blends technical prowess with visionary design in bold ventures such as designing its own mixed-use tower and leading multi-nation infrastructure projects.
- We Put People First
- We Do What is Right
- We Are Better Together
- We Are Driven to Achieve
2025
Carbon Neutrality Target
The company plans to achieve carbon neutrality in its operations by the end of the fiscal year 2025.
32,000
Employees in Sustainable Projects
Over 32,000 employees are working on climate-resilient infrastructure and future-proofing cities.
- Commitment to environmental, social and governance excellence across operations and client projects
- Issued Sustainability‑Linked Loan, tying financing to ESG metrics including Bloomberg GEI and environmental targets
- Publicly reported environmental performance in annual Sustainability Report (e.g., GRI‑aligned metrics)
43% women
Female Representation in Leadership
43% of board and C‑Suite positions are held by women in 2023.
18% pay gap
Global Gender Pay Gap
The global mean unadjusted gender pay gap is 18%.
3% compa-ratio
Gender Pay Gap Improvement
North America base pay compa-ratio gender pay gap improved by 3% in 2023 compared to the prior year.
7% score improvement
Gender-Equality Index
Score improved by 7% in 2023 in the Bloomberg Gender-Equality Index, which has been achieved for the fourth consecutive year.
- Named to Bloomberg Gender-Equality Index fourth consecutive year
- Female representation: more than 50% of entry-level staff are women
- 36 Women@Stantec regional employee resource groups active globally
- First globally to link senior credit facility pricing to Bloomberg Gender-Equality Index score
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