Administrative Assistant - ( 2200042G )

Description

Strong communities don’t just happen—they’re built. They’re creatively imagined, collaboratively planned, and readied to face tomorrow with optimism. We’re driving the future of Community Development. Our experts lead their fields, collaborating on projects that are as technically challenging as they are impactful, creative, and fulfilling. We’re a place where you can apply your passion—and find endless opportunities to help make communities more equitable, resilient, and livable.

Your Opportunity

Your role will be to provide both project and administrative support to our Community Development team in Ottawa, Ontario. This team consists of civil engineering, planning, landscape architecture, and geomatics and is a very enjoyable team to work alongside! No day will be the same and therefore, we are looking for someone who is both versatile and flexible, with a strong work ethic and attention to detail, as well as the ability to work both on a team and be self-sufficient to take initiative ensuring all tasks are completed both on time and that quality is never wavered.

If you think you’d be a great fit, we’d love to hear from you!

Your Key Responsibilities

• Entering Leads into pipeline and project initiation, and updating accordingly throughout the pursuit of the opportunity
• Communicate with the Contract Review department ensuring Stantec adheres to our policies and procedures
• Reviewing, proof reading and formatting proposals, reports, memos, specifications, etc. (with keen strong attention to detail)
• Ensuring to follow Stantec’s signing Authority Policy for all documentation requiring signatures
• Opening new projects with Accounting and filing all necessary documents accordingly
• Assisting Project Managers in completing Project Pursuit Tools (PPTs)
• Adding new tasks to projects
• Attending meetings and prepare minutes and reports for Project Manager’s
• Document Control: Ensure all updated documents and correspondence are accessible to the team
• Scheduling meetings and travel arrangements
• Ensuring Risk Management Strategy (RMS) forms are being completed for all projects
• Assisting Construction Manager with creating tender documents, addenda’s & bid comparisons
• Assisting with creating and awarding project contracts for construction projects
• Reviewing construction shop drawings and working with Construction Managers
• Assisting with creating Charge Orders, Progress Payment Certificates, Subconsultant Agreements, Internal Work Orders and Transmittals
• Sending drawings and reports to print
• Entering and updating staff CV’s in Stantec’s Marketing Knowledge Center (SMKC) to ensure they are up to date
• Conducting monthly project audits ensuring our department is updated on all ISO required items via Sharepoint
• Working with both internal and external Project Managers to enter in City estimates through the City portal
• Assisting Managing Principal with reviewing, analyzing and circulating financial summaries in preparation for monthly invoicing
• Data entry: update and maintain information in databases
• Ability to handle multiple deadlines
• Ensuring templates are updated for all documentation

Qualifications

Your Capabilities and Credentials

• Excellent organizational skills and attention to detail
• Strong written and verbal communication skills
• Versatility, flexibility and willingness to work within frequently changing priorities
• Must be willing and able to take initiative when needed (able to self-manage)
• Desire to learn new skills
• High proficiency in MS Office Suite
• Strong Adobe Acrobat skills
• BlueBeam Revu (nice to have)

Education and Experience

High School Diploma with minimum of 2-3 years' experience; or post-secondary degree in related field; or equivalent combination of education and experience.

This position will be remote, with the option for hybrid work.

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. Join us and redefine your personal best.

Primary Location : Canada-Ontario-Ottawa

Organization : BC-1604 CommDev-CA Ottawa ON

Employee Status : Regular

Job Level : Individual Contributor

Travel : No

Schedule : Full-time

Job Posting : Nov 30, 2022, 11:33:21 AM

Req ID: 2200042G

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