Project Manager Assistant

Stantec•Sacramento, AK

About The Position

The Project Manager Assistant (PMA) supports Project Managers with the day-to-day administration of engineering projects in the advanced manufacturing sector. The role handles non-technical project management activities—including invoicing, earned value management, scheduling, accounts receivable and payable, insurance, progress reporting, and baseline-versus-actual cost and schedule accounting—so Project Managers can focus on technical work. The PMA works directly with Project Managers while also handling tasks independently. The position supports project setup and administration from opportunity and proposal tracking through contracts, project execution, invoicing, change orders, and closeout. It also helps maintain compliance with internal processes, client requirements, HSSE, quality management, and project audit requirements. The role involves working with information in different formats and learning internal systems and client communication portals. The position is typically based in an office environment, working with computers and remaining sedentary for long periods. Field work may involve exposure to the elements, including inclement weather. Duties may change or expand as needed.

Requirements

Degree, diploma, certificate, or equivalent in a related field, or an equivalent combination of education and experience.
Minimum of 2 years of relevant work experience.
Knowledge of Microsoft Word, Microsoft Excel, Microsoft PowerPoint, and Adobe Acrobat.
Ability to multitask and prioritize in a fast-paced environment, including managing numerous writing projects in a changing environment.
Excellent interpersonal skills and the ability to interact with staff and management at all levels and with different working styles.
Strong command of written English and excellent communication skills.
Ability to learn new software applications quickly.
High degree of confidentiality.
Initiative to identify and execute tasks that support successful project delivery.

Responsibilities

Enter and maintain current opportunities in Pipeline.
Track and log proposals through the approval cycle and follow up with Project Managers and sub-consultants as needed.
Administer prime and subconsultant contract status from initiation through closeout, including legal review.
Maintain compliance with Stantec’s Signing Authority Matrix and PM Framework, including required steps and documentation.
Prepare or assist with contract documents, letters, and reports.
Ensure sub-consultants complete internal pre-qualification requirements.
Learn and use client communication portals to transmit contract-related documents and invoices.
Serve as the point person for insurance matters and remain aware of Stantec and client certificate of insurance requirements.
Understand HSSE requirements and work with the Project Manager to ensure projects meet them.
Use sector marketing and pipeline information to assist with project setup in systems.
Assist Project Managers with ISO 9001 Quality Management System compliance and internal and external project audits.
Compile and submit new vendor and new client setup information.
Ensure project files are set up and maintained properly.
Create and update Project Setup Forms.
Upload initial Project Implementation Plans and support entering and maintaining staffing resource assignments in internal resource management tools.
Code sub-consultant and vendor invoices, verify task budgets, and coordinate invoice revisions with sub-consultants as needed.
Work with information received in various formats, including reports, spreadsheets, emails, in-person meetings, and project schedules.
Develop a working knowledge of the Oracle PM Dashboard.
Act as the primary point of contact for administrative activities, including tracking and logging RFIs, submittals, and similar documents.
Assist with preparing and compiling change orders and following up on them.
Assist with project closeout.