We create the connections that get people and goods moving—whether by car, bus, train, plane, or their own two feet. Working within the context of the communities we serve, we provide planning, engineering, and infrastructure management services that fit the needs of our clients and improve the overall transportation experience. Join our team and help us keep communities connected.

Your Opportunity

Stantec’s Infrastructure Team provides planning, design and contract administration services for roadway, highway, transit/rail, bridge, municipal and related projects. We are currently seeking a self-motivated Office Administrator for our current and future projects with The Ministry of Transport.’

The Office Administrator will work under close supervision of a Contract Administrator to support our projects and field crews. As an Office Administrator for MTO Projects, you will be responsible for assisting project managers, project engineers and construction administrators in the following areas:

Your Key Responsibilities

Administrative:

Prepare weekly deliverables and timesheets. Prepare invites, agendas, and minutes for meetings. Complete and review monthly timesheet summaries. Print CAITM and payment sheets. Prepare binders for site staff. Address action items with staff, ACA, or CA. Review the health and safety board; obtain site staff cards. Review QA/QC testing files and checklists. Set up the Form B tracking file. Review and file emails; update submission lists. Check and restock office supplies. Follow up on office cleaning. Ensure all checklists and tracking lists are up to date.

Reporting:

Set up weekly road and MTO reports. Set up monthly status reports. Summarize the monthly quality control process. Track AC/PGAC and other bonuses. Download the daily weather report. Check and upload files in CMS. Track instruction notices, letters, and RFCs. Review and coordinate payment IPRs with site inspectors. Follow up on supporting documents for payments. Update change order tracking and create new files as needed. Review the OPA tracking list. Update the weekly progress report. Post memos on the MTO contract site. Assist CA/ACA with memos, claims, and NCR updates. Complete and submit the weekly road report to COMPASS. Post the weekly progress report and timesheet summary. Follow up on contractor diaries and environmental reports. Upload traffic and environmental inspection videos. Update the project control report (PCR) weekly. Review and confirm payment items with inspectors. Coordinate and complete monthly payments. Save and organize payment documents. Complete and upload expenditure forecasts. Complete the fuel price index and owner payment adjustments. Review and fill out the monthly site office checklist. Post the monthly status report.

 

Your Capabilities and Credentials Be competent and knowledgeable in the use of CMS Possess the ability to meet deadlines independently and under pressure. Be familiar with field construction activities. Have demonstrated experience on two or more MTO projects. Experience and Experience 3 years of experience in an MTO Office Administration role. Designation by OACETT as a road construction inspector is an asset.

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 other's talents, do exciting work, and make an impact on the world around us. Join us and redefine your personal best.

 

Additional Information