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Stantec Project Manager Assistant in FAIRFAX, Virginia

Project Manager Assistant - ( 240002QP )


Many of the world’s top engineers and scientists come together in our Water business because they view a community’s interaction with water a bit differently—as a single holistic system, rather than unconnected networks divided by jurisdictional boundaries. Working throughout the hydrologic cycle, we are delivering sustainable solutions to make sure water is where it should be and available when needed. Our experts guide our work with scientific rigor, an innovative spirit, and a vision for growth. Every day, we help communities improve, reuse, and protect this precious resource for future generations. By 2025 we’re hiring 2,000 people (like you) to join our team. Grow with us, H2O+U.

Your Opportunity

The Project Manager Assistant (PMA) works in conjunction with 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. The primary responsibility of the PMA 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, however, will require independent work styles. Project support to a variety of engineering projects in the community development sector.

Your Key Responsibilities

  • Has the ability to work and acclimate to different styles of PMs

  • Go-to person for project setup and financial tracking

  • 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

  • Review proposals and contracts and gain an understanding of scope of work, schedule, fees, and limitations and conditions

  • Understand Stantec’s Signing Authority Matrix (SAM) and PM Framework

  • Be point person on Insurance – aware of COI requirements for Stantec and client

  • Knowledge of HSSE and work with PM to ensure project is meeting all requirements

  • Be familiar with SMKC / Pipeline and assist with project set up in pipeline.

  • 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.

  • 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


Your Capabilities and Credentials

  • The position requires the incumbent to have knowledge of a variety of computer software, specifically, Microsoft Word, Microsoft Excel, Microsoft Power Point, and Adobe Acrobat

  • Ability to multi-task and prioritize in a fast-paced environment, with flexibility to juggle numerous writing projects simultaneously in a rapidly changing environment

  • Excellent interpersonal skills and ability to interact with all levels of staff and management

  • Strong command of the English language in documentation with excellent communication skills

  • Ability to quickly learn new software applications to improve speed in delivering final product

  • Must possess a high degree of confidentiality

Education and Experience

  • Degree/diploma/certificate or equivalent in related field; or equivalent combination of education and experience.

  • Minimum of 5 years of relevant work experience.

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. At Stantec, we live our corporate values every day.

  • Stantec was ranked the 5th most sustainable company in the world and the 1st in North America by Corporate Knights for our 2020 performance.

  • In February 2021, Stantec announced a pledge to be carbon neutral for 2022 and achieve operational net-zero by 2030.

  • Stantec is the only engineering design firm that has been rated a Climate Leader with an A- score by CDP for the last three years. Stantec has been named by Forbes as one of the World’s Best Employers and America’s Best Employers for Women.

  • Additionally, the American Indian Science and Engineering Society selected Stantec as one of the Top 50 workplaces for Indigenous STEM professionals

Join us and redefine your personal best.

Benefits Summary: Regular full-time and part-time employees 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.

The benefits information listed above may not apply to union positions because benefits for such positions are governed by applicable collective bargaining agreements.

Primary Location : United States-Virginia-Fairfax

Organization : BC-1951 Water-US Northeast

Employee Status : Regular

Job Level : Individual Contributor

Travel : Yes, 10 % of the Time

Schedule : Full-time

Job Posting : Jul 9, 2024, 9:30:32 AM

Req ID: 240002QP

Stantec provides equal employment opportunities to all qualified employees and applicants for future and current employment and prohibit discrimination on the grounds of race, color, religion, sex, national origin, age, marital status, genetic information, disability, protected veteran status, 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 local, state and federal laws and regulations and ensures equitable opportunities in all aspects of employment. EEO including Disability/Protected Veterans