Project Coordinator

Your Opportunity

The Project Coordinator provides daily timely, accurate, and professional project and administrative support to architectural leadership and project management staff in keeping with Stantec's high standards. The primary responsibility of the Project Coordinator is to handle as many non-technical aspects of project management as possible to allow the PM to focus on the technical components of the project. This role will work directly with Project Managers in our Federal sector, however, will require independent work styles.

Your Key Responsibilities

• Provide dedicated project and administrative support to multiple leaders and project managers.
• Enter and maintain current opportunities in Pipeline.
• 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 needed
• Administer Prime and Subconsultant contract status from initialization to close-out including through the legal review process
• Review proposals and contracts and gain an understanding of scope of work, schedule, fees, and limitations and conditions
• Obtain and ensure Certificates of Insurance are up to date
• Prepares &/or assists in the preparation of contract documents/ proposals
• Facilitate and ensure accurate and timely project set ups
• Code invoices, verify budgets on tasks and correspond with the sub-consultants on revisions of invoices as necessary
• Assist Office leader with project management compliance including ISO-9001 Quality Management System compliance and internal/external project audits
• Knowledge of HSSE and work with PM to ensure project is meeting all requirements
• Provide clear & timely meeting notes to teams
• Compile & format deliverables
• Assist with Document Controls
• Act as primary point of contact for facilitating administration activities including tracking and logging RFIs, submittals, and similar documents.
• Produces, analyzes, and distributes ad hoc reports internally and to the client
• Assist Project Managers with project financial documentation.
• Utilizes a variety of software programs to produce and manage deliverables.
• Assists with expense reporting.
• Schedule meetings, travel, and events.
• Responsible for entering and maintaining staffing resource assignments into internal resource management tools
• Occasionally provides coverage for administrative staff assisting with staff inquiries and requests.
• Will need to learn client communication portals for the transmittal of contract related documents and invoices
• Help identify need for change orders and assist with prep and follow-up and reallocation of project/task budgets as needed, in coordination with the PM and PA
• Assist with project closeout
• Handles special projects in support of studio and Business Center objectives.