Project Management Assistant

Stantec•Tampa, FL

About The Position

Strong communities don’t just happen. They’re thoughtfully planned and future-ready. We bring life to urban downtowns, suburban hubs, small towns, and rural areas through master-planned communities, mixed-use developments, parks, and recreation facilities. The result: vibrant economic centers, resilient neighborhoods, and welcoming places that feel like home. If you’re passionate about empowering communities, join us to discover a career with endless opportunities to make communities more equitable, resilient, and livable. Your Opportunity Stantec is seeking a Project Management Assistant to support the day-to-day administration of projects to include task coordination support, project setup assistance invoicing, scheduling, Accounts Receivable/Payable, progress reporting and baseline versus actual cost accounting and scheduling of the project. This role will work directly with Project Managers.

Requirements

Must be detail-oriented, highly organized, self-motivated, and results-driven individual.
Ability to work with minimal supervision.
Exceptional time-management skills, with ability to prioritize conflicting tasks while building and maintaining organizational tracking tools.
Excellent communication and interpersonal skills with the ability to work with clients, contractors, and staff at all levels.
Proficient with Microsoft Office Suite: 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 projects simultaneously in a rapidly changing environment.
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.
Technical degree/diploma/certificate or equivalent in related field; or equivalent combination of education and experience.
3+ years of relevant work experience preferred.
Must possess a high degree of confidentiality.

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.