Project Coordinator
We’re in the business of limitless potential. From iconic designs to monumental ground breakings, we believe the best solutions are the product of diverse perspectives.
By managing capital programs and projects as if they were our own, our project management business, and technical experts work with clients to strategize, plan, and implement projects that help them achieve their organizations' objectives. Our team has managed thousands of projects across all sectors — hospitals, airports, and entire university campuses; infrastructure like mass transit and water-treatment facilities; and energy and resource assignments, from mines to wind farms.
Join an award-winning group of program and project management specialists who are passionate to bringing transformational project solutions to life.
Your Opportunity
We are looking for a talented Project Coordinator to join our team! The successful candidate will be a proactive, self-starter with exceptional written and verbal communication skills. Organization, time management, attention to detail and accuracy are essential to this role. This position will function within a matrix management organization, and you must be able to take on various project work from multiple sources and prioritize accordingly.
Your Key Responsibilities
- Work as part of a team to meet deadlines and produce high-quality deliverables.
- Provide general team project and office support as required.
- Perform project management activities as assigned by and in support of the Project Manager.
- Assist Project Managers with project set-ups, coordinating schedule and budget development and issuance to Project Accountants and Project Controls staff for internal set-up requirements.
- Support with set-up of templates for Stantec Project Management (PM) Framework documents such as Project Execution Plans, Risk Registers, Health and Safety Plans, etc. and assist with following up with responsible team members to drive these to completion.
- Work in conjunction with the Project Accountant, Project Manager, and other Project Coordinator to work on budget maintenance, invoicing and accounts receivable collections, payables per accounting and Stantec PM Framework requirements.
- Follow document control processes and procedures established for project functions including document tracking, meeting minutes, RFIs, submittals, change logs and other communication tools. Fulfill the Document Control function on projects.
- Organize/Attend project meetings and record, compose and distribute meeting minutes.
- Assist Project Managers with monitoring project progress, developing tracking data, reports and other materials as needed.
- Run and review reports from financial and accounting data software (Oracle).
- Responsible for adhering to electronic filing (on servers) of project documentation consistent with Stantec document management policy/protocol (Global Data Management) and the project’s contract (confidentiality, etc.)
- Review project contracts to pull pertinent project information for invoicing, insurance requirements and confidentiality, assist PM’s in ensuring all necessary documentation is saved to the project files and kept up to date.
- Follow safe work practices and adhere to company guidelines and policies for planning and executing work in a safe manner.
Your Capabilities and Credentials
- Able to handle ambiguity and work independently to drive things to completion.
- Possess outstanding organization skills and capacity to handle multiple tasks and projects concurrently.
- Ability to work with distributed teams in multiple locations in United States and Canada using company tools for teleconferencing, and videoconferencing.
- Ability to view issues from multiple viewpoints in order to communicate with team members and resolve or avoid conflicts inherent in communication.
- Excellent communication and customer service skills.
- Proficiency with Microsoft Office – Word, Excel, PowerPoint, Visio and ability to use AI effectively
- Experience in SharePoint (managing a site, utilizing the site to its fullest capabilities).
- Willingness to learn a basic understanding GAAP and project financial reporting.
- Ability to travel within province (Ontario) for project related work is required.
Education and Experience
- Minimum 3 years of project management or coordination experience; or an equivalent combination of education and experience.
- Associate's degree/ bachelor’s degree in business or another applicable field preferred.
Typical office environment working with computers and remaining sedentary for long periods of time. Field work may include exposure to the elements including inclement weather.
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.