Project Manager Assistant

At Stantec, we approach every water and natural resource project we undertake—whether at the local, regional, or watershed level— thoughtfully, and execute it with excellence across all project phases. We partner with our clients to design fit-for-purpose solutions that address their communities’ unique needs throughout the water infrastructure lifecycle. Our experts lead their fields and guide our work with scientific rigor, an innovative spirit, and a vision for growth. We’re a place where you can apply your passion and collaborate with top talent on work that’s critical to our clients, our communities, and the industry at large.

We are seeking an entry level Project Management Administrator in our Chandler, AZ office to support our Project Management team throughout the Southwest. The Project Management Administrator works in conjunction with the Project Managers and Project Technical Leads to create and manage the day-to-day administration, contracting, reporting, 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 and Leaders.

• Administering contracts from initialization to close-out. 
• Responsible for tracking/logging the status of proposals and contracts throughout the approval cycle and follow up with PM’s and client contacts and sub-consultants as directed.
• Processing subcontracts, insurance requirements and accounts receivables/payables.
• 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. 
• Coding of invoices and expense reports. Includes correspondence with sub-consultants/vendors and project accountants on revisions of invoices, as necessary. 
• Assist PMs with ISO-9001 Quality Management System compliance and internal/external project audits. 
• Work with Project Technical Leads, Project Managers, and Business Unit Leadership to track, analyze, and keep project financials in order. 
• Responsible for entering and maintaining staffing resource assignments into internal resource management tools. 
• Ability to receive and work with necessary information in various formats (i.e., via reports, spreadsheets, emails, team and client 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 Requests for Information, submittals, document management and control, project controls and similar actions. 
• Routinely perform administrative support functions such as document production, editing and formatting; manage and maintain project files; coordinating travel arrangements; employee expense reports, file management, project invoice coding, etc.