Strong communities don’t just happen—they’re built. They’re creatively imagined, collaboratively planned, and readied to face tomorrow with optimism. We’re driving the future of Community Development. Our experts lead their fields, collaborating on projects that are as technically challenging as they are impactful, creative, and fulfilling. We’re a place where you can apply your passion—and find endless opportunities to help make communities more equitable, resilient, and livable. 

Your Opportunity

The Project Management Administration Assistant works in conjunction with the 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. This role will work directly with Project Managers. 

Your Key Responsibilities

Support project managers in the delivery and execution of projects through Earned Value Management processes (cost and schedule) on a portfolio of projects ranging in size. Prepare cost reports on a weekly basis and issue them to the project team.  Analyze and provide feedback on trends and impacts to projects costs and schedule. Generate forecast reports related to workhours and project costs. Assist in the preparation of project performance reports on a portfolio of projects which include Earned Value metrics, variance reports and technical information received from Project Managers. Review project invoices and coordinate corrections as required with project manager and accounting department. Code invoices verify budgets on tasks and correspond with the sub-consultants on revisions of invoices, as necessary.  Work with Project Technical Lead, PMs, and BC Leadership to track, analyze, and keep project financials in order.  Assist in preparation of project change notices, change orders, and maintain change order log. Perform analytics and interpret project/program data for continuous improvement. Administering contracts from initialization to close-out as well as track/log the status Responsible for tracking/logging the status of proposals throughout the approval cycle. 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.  Assist PMs with ISO-9001 Quality Management System compliance and internal/external project audits.  Responsible for entering and maintaining staffing resource assignments into internal resource management tools.  Develop a working knowledge of Oracle PM Dashboard  Occasionally assist with clerical functions such as typing, filing, scanning, travel arrangements, project invoice coding.

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.  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. 

Education and Experience

Technical degree/diploma/certificate or equivalent in related field; or equivalent combination of education and experience.  Minimum of five (5) years of relevant work experience.   

Must possess a high degree of confidentiality.   

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