Project Manager Assistant

Project Management AdministratorAt Stantec, we approach every water and natural resource project thoughtfully, executing 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.Your Key ResponsibilitiesAdministering 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.Your Capabilities and CredentialsThe position requires the applicant to have strong working skills in a variety of computer software, specifically, Microsoft Office Suite (Word, Excel, Power Point, One Note) Microsoft Project, and Adobe Acrobat. Proven ability to multi-task and prioritize in a fast-paced environment, with flexibility to juggle numerous work assignments simultaneously in a rapidly changing environment. Display a high level of precision when approaching tasks and projects. Strong command of the English language in documentation with excellent written and verbal communication skills. Ability to quickly learn new software applications to improve speed in delivering final product. Experience in professional A/E industry is preferred.Education and Experience: Technical degree/diploma/certificate or equivalent in related field; or equivalent combination of education and experience. Minimum of two (2) years of relevant work experience. Must possess a high degree of confidentiality.Pay TransparencyIn compliance with pay transparency laws, pay ranges are provided for positions in locations where required. Please note, the final agreed upon compensation is based on individual education, qualifications, experience, and work location. At Stantec, certain roles are bonus eligible. Actual compensation for part-time roles will be pro-rated based on the agreed number of working hours per week.Benefits SummaryRegular full-time and part-time employees (working at least 20 hours per week) have access to medical, dental, and vision plans, a wellness program, health saving accounts, flexible spending accounts, 401(k) plan, employee stock purchase program, life and accidental death & dismemberment (AD&D) insurance, short-term/long-term disability plans, emergency travel benefits, tuition reimbursement, professional membership fee coverage and paid family leave. Regular full-time and part-time employees will receive ten paid holidays in each calendar year. In addition, employees will be eligible to accrue vacation between 10 and 20 days per year and eligible for paid sick leave (and if more generous, in accordance with state and local law). Temporary/casual employees have access to 401(k) plans, employee stock purchase program, and paid leave, in accordance with state and local law.Primary LocationUnited States | AZ | ChandlerOrganization1813 Water-US Southwest-Phoenix AZEmployee StatusRegularTravelNoScheduleFull timeStantec CommitmentStantec provides equal employment opportunities to all qualified employees and applicants for future and current employment and prohibit discrimination on the grounds of race, colour, religion, sex, national origin, age, marital status, genetic information, disability, sexual orientation, gender identity or gender expression. We prohibit discrimination in decisions concerning recruitment, hiring, referral, promotion, compensation, fringe benefits, job training, terminations or any other condition of employment. Stantec is in compliance with laws and regulations and ensures equitable opportunities in all aspects of employment. At Stantec we are committed to ensuring our recruitment process is accessible to all. If you require reasonable adjustments to be made during the recruitment process then please inform a member of our Talent Acquisition team.