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Project Controls Analyst

2 months ago

Rochelle Park, United States Stantec Full time
Here at Stantec, we are strategizing, planning, and implementing projects that help clients achieve their organization's objectives. Join our award-winning program management team and bring transformational project solutions to life.

Your Opportunity

Working within the context of the communities we serve, Stantec provides planning, detailed engineering and design, construction inspection, construction management, program management, and traffic operations services that fill the needs of our clients and advance transportation system experiences. The successful performance of these projects depends on appropriate planning and execution. Our Project Controls Analyst (PCA) will support Project Managers to help ensure the successful financial execution of projects to contribute to the profitability of the company.

Joining our team as a Project Controls Analyst offers significant opportunities for mentorship and growth, through working on diverse projects, both small and large, and working directly with internal and external clients. We are committed to fostering a culture of inclusion, empowerment, and thought leadership.

As part of a collaborative project management team, our Project Controls Analysts provide financial analysis support, performance data, timely cost forecasts, and forward-looking advice to Project Managers. This role requires being an integrated member of project teams and interfacing with internal staff such as office leadership, internal financial managers, design teams, and external clients and consultants.

Your Key Responsibilities
  • Gain a thorough understanding of project scope and actively assist in development of project proposals, fee estimates, schedules, resource plans and work breakdown structures (WBS)
  • Develop proficiency in Stantec's Project Management tools and develop a thorough understanding of Stantec's overarching project management framework processes to become a resource for Project Managers in organizing and maintaining project records in conformance with the frameworks
  • Work closely with the project team to maintain a current and accurate understanding of project status, issues and changes, and produce understandable, timely and useful project performance reports
  • Work with Stantec's financial team to issue timely project invoices, follow up on Accounts Receivables (AR), and monitor consultant budgets and agreements
  • Manage multiple projects and priorities simultaneously by effectively communicating and coordinating with Project Managers, Project Controls Professionals, Discipline Leads, and Operations Leadership
  • As an integral member of the regional project controls group, actively participate in knowledge- sharing and best practices sessions with a focus on optimizing processes and fostering innovative approaches to improve project management practices at Stantec
The responsibilities of this position include, but are not limited to, the following:

Project Management Assistance
  • Support Project Manager with compliance of Stantec and ISO standards and practice frameworks
  • Assist the project team in creating and maintaining project set-up documentation, project work plans, schedules, and change orders
  • Assist with contract and legal compliance reviews
  • Participate in project meetings and assist in the coordination and tracking of action items and deliverables
  • Lead subconsultant management tasks such as sub agreements, insurances, invoicing, prequalification checks. M/W/DBE/SDVOB tracking and reporting
Financial Management Assistance
  • Gain a thorough understanding of Stantec's project financial system and tools, and work with Project Managers and Project Controls Professionals to create financial forecasts with detailed back-ups and risk registers
  • Create customized cost control and tracking reports or dashboards (Power BI, SharePoint)
  • Assist in project financial performance analysis, "what-if" scenarios for gross margin, risk analysis
  • Support in preparing Client earned value or financial reports
Document Control Assistance
  • Support the project team with project SharePoint site creation and management
  • Schedule and oversee design quality reviews (e.g. Bluebeam studio sessions)
  • Assist in packaging of submissions and tracking deliverables
  • Manage RFI logs, submittal logs, correspondence logs, document registers, drawings list
  • Use tools such as Planner, Power Automate for task assignments and auto reminders to teams
Proposal Assistance / Business Leadership Assistance
  • Prepare weekly, monthly, and quarterly financial and utilization reports and notify leadership of trends and anomalies
  • Work with finance team and leadership to track variances to project budgets
  • Assist with periodic revenue forecasts and budgeting
  • Support and/or participate in various teams and office committees
In addition, this role includes assisting Project Managers in organizing and maintaining project records in conformance with Stantec's internal practice frameworks throughout the project development process.

Project Management Assistance
  • Assist Project Manager with compliance of Stantec and ISO standards and practice frameworks, including participation in audits
  • Organize, attend, and document project meetings including the coordination and tracking of action items and deliverables
  • Create and maintain project plans, schedules, and deliverables
  • Subconsultant management - sub agreements, insurances, invoicing, prequalification checks M/W/DBE/SDVOB tracking and reporting
  • Coordinate and package specifications and reports. Check for quality, accuracy, adherence to client standards.
Financial Management Assistance
  • Create financial forecasts with detailed back-ups and risk registers
  • Create customized cost control and tracking reports or dashboards (Power BI, SharePoint)
  • Undertake Project financial performance analysis, "what-if" scenarios for gross margin, risk analysis
  • Prepare Client earned value or financial reports
Document Control Assistance
  • Project SharePoint site creation and management
  • Scheduling quality and independent reviews and oversight (e.g. Bluebeam studio sessions)
  • Packaging of submissions and tracking deliverables
  • Managing RFI logs, submittal logs, correspondence logs, document registers, drawings list
  • Using tools such as Planner, Power Automate for task assignments and auto reminders to teams
Proposal Assistance / Business Leadership Assistance
  • Prepare weekly, monthly, and quarterly financial and utilization reports and notify leadership of trends and anomalies
  • Work with finance team and leadership to track variances to project budgets
  • Assist with periodic revenue forecasts and budgeting
  • Support and/or participate in various team and office committees
Capabilities and Credentials
  • Proficient in MS Office skills, with advanced skills in MS Excel
  • Excellent written and verbal communication skills, capable of communicating to multiple groups across multiple offices
  • Understanding of project accounting principles and project profitability
  • Strong problem solving and analytical mindset with ability to synthesize data and ideas, identify potential issues and trends, and make recommendations
  • Ability to analyze large datasets within spreadsheets or database systems to produce reports or dashboards
  • Ability to interpret and act upon the requirements outlined in agreements and contracts
  • Strong attention to detail and documentation
  • Demonstrated ability to multi-task and manage time, work on several projects or tasks at once, organize workflows, set priorities and make timely decisions in a rapidly changing environment
  • Able to work with a combination of work styles - collaboratively as part of a team as well as work independently and maintaining autonomy
  • Willing to take initiative and ownership of areas of responsibility to meet project requirements
  • Willingness and ability to learn new software applications as they are introduced to improve project delivery
Personal Attributes
  • Self-motivated individual with a strong work ethic, capable of prioritizing and communicating to multiple groups across multiple offices.
  • Positive attitude with the ability to develop and maintain effective working relationships.
  • Strong problem solving and analytical skills, including attention to detail.
  • Willing to take initiative and ownership of areas of responsibility to meet project requirements.
  • Must be organized and organize workflow in a proactive manner.
  • Must be able to work independently and as part of a team.
Education and Experience
  • Bachelor or Associate degree in finance, business, engineering, or related is preferred with a minimum of 2 years' experience or equivalent combination of skills and experience
  • Experience in an architecture / engineering firm, accounting firm or construction related company is preferred
  • 2 years of experience performing project controls, project management, financial analysis, cost management, and other related project controls functions over the life of a project is preferred
  • Experience with Financial/Cost systems (Oracle, Prolog, etc.) is preferred
  • Experience with scheduling software (Primavera, Microsoft Project, etc.) would be an asset


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.

Why Choose Stantec?
• Career development resources to expand your skills, enhance your expertise, and grow your career.
• Ability to work alongside others who share your passion to support communities through exciting and unique projects.
• A comprehensive benefits package which helps you focus on your health and well-being, save for retirement, and make the best choices for you and your family. Benefit offerings include programs such as 401K, Employee Stock Purchase Plan, Health Insurance, Dental Insurance, Vacation, Sick Time, Holiday Pay, Paid Family Leave, Tuition Reimbursement, and more.
• Ability to join Stantec committees, employee resource groups, participate in community volunteering, and join various company or local groups/initiatives.
• We put people first and want to help you make that appointment or the baseball game that you need to attend. At Stantec, we have a hybrid, flexible work schedule that meets both business and individual needs.

Are you interested in this role but don't meet every single requirement? At Stantec we create opportunities by inviting, embracing, and celebrating differences. So even if your experience doesn't align perfectly with every qualification, we encourage you to apply anyways You may just be the right candidate for this or other opportunities.