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Project Management Assistant

4 months ago

Naples, United States Stantec Full time

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 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

  • 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.
  • 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.
  • Code invoices verify budgets on tasks and correspond with the sub-consultants on revisions of invoices, as necessary.
  • Assist PMs with ISO-9001 Quality Management System compliance and internal/external project audits.
  • Work with Project Technical Lead, PMs, and BC 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, in-person 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 RFIs, submittals, and similar documents.
  • Routinely perform clerical functions such as typing, filing, scanning, travel arrangements, project invoice coding, and cover reception desk.
Qualifications
  • Excellent written and verbal communication skills.
  • Strong multi-tasking skills with the ability to prioritize and organize multiple concurrent assignments.
  • Ability to work effectively under pressure in a fast-paced environment.
  • Must be willing and able to take initiative when needed.
  • Ability to deal with difficult situations and/or people.
  • Proficiency in MS Office Suite.
Education and Experience
  • Technical degree/diploma/certificate or equivalent in related field.
  • Minimum of 5 years' of relevant work experience.
  • Must possess a high degree of confidentiality.
  • Experience with the submittal process for Collier County and the City of Naples is preferred.

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.