Landscape Architect/Urban Designer

Stantec•Louisville, KY

About The Position

Stantec’s Markham office is seeking an Administrative Assistant to support a dynamic transportation group working on the planning and design of major provincial highways, regional and municipal arterial roads, and related local transportation projects. The role calls for strong multitasking, interpersonal, organizational, and communication skills. The Administrative Assistant supports project management and business-unit operations through document control, project coordination, invoicing, correspondence, proposal support, staff onboarding, equipment orders, timecard tracking, records management, and coordination with internal teams and supporting departments. The position also assists with project document-control processes, staff events, and adherence to corporate policies and procedures.

Requirements

Excellent written and oral communication skills for liaising with internal project team members.
Detail-oriented and highly organized, with exceptional time-management and multitasking skills.
Ability to work calmly and effectively under pressure, prioritize work, and meet tight deadlines.
Positive attitude and ability to work in a team-based environment.
Expertise in Microsoft Office applications, specifically Word, Excel, PowerPoint, and Outlook.
Ability to evaluate needs and make effective decisions with minimal guidance.

Nice To Haves

Interest in learning and adapting quickly to new computer programs and processes.
Experience managing a SharePoint site and using its capabilities.
Minimum 3–5 years of work experience in an administrative role.
Post-secondary education.
Familiarity with SharePoint, MS Project, InDesign, or Visio.

Responsibilities

Assist with project management and business-unit activities, including document control, project coordination, invoicing, project correspondence, and proposals.
Coordinate and orient new staff hires for the operating business unit.
Process and track equipment orders and staff timecards.
Prepare and process correspondence, presentations, spreadsheets, and reports.
Coordinate the pre-qualification process for sub-consultants and sub-contractors.
Enter, maintain, and organize electronic records.
Support management in awareness of and adherence to corporate policies and procedures.
Follow, develop, and implement document-control processes and procedures for project functions, including document tracking, meeting minutes, RFIs, submittals, change logs, and other communication tools as necessary.
Assist with planning, scheduling, and organizing staff events.
Liaise with staff members and provide assistance as required.
Build relationships with supporting departments such as IT, Facilities, and Office Management to improve operational efficiency.
Perform other duties as assigned.