Project Manager Assistant
Stantec Buildings is on a mission to become the world’s leading integrated design practice. Our architects, engineers, interior designers, sustainability specialists, and technologists are passionate about the power of design. We take an innovative, collaborative approach to projects, sharing a common belief that sustainable design for the built environment can make the world a better place for future generations. Join us and design your place with Stantec.
Your Opportunity
The Project Manager Assistant provides timely, accurate, and professional project and administrative support to architectural leadership and project management staff in keeping with Stantec's high standards for a growing Honolulu Office.
Your Key Responsibilities
- Provides dedicated project and administrative support to multiple project managers.
- Create project setup forms and project files
- Assist Project Manager with maintaining current opportunities in Pipeline.
- Administering contracts from initialization to close-out.
- Codes invoices, verify budgets on tasks and correspond with subconsultants on revisions.
- Work with Project Managers to keep project financials in order.
- Assists with inputting project Estimates to Complete (ETC) on Oracle PM Dashboard
- Assist Office leader with project management compliance and internal project audits.
- Develops and edits meeting minutes, specification documents, if necessary.
- Enters data and produces, analyzes, and distributes reports.
- Assists PM’s with WIP documentation.
- Utilizes a variety of software programs to produce and manage deliverables.
- Partners with studio members to enter and track project schedules and deliverables.
- Assists with expense reporting.
- Handles special projects in support of studio and BC objectives.
- Assists in the preparation of correspondence, presentations, proposals, and reports.
- Edits and formats correspondence, presentations, proposals, and reports.
- Responsible for tracking the status of proposals/contracts throughout approval process.
- Tracks correspondence and logs permitting applications.
- Assists with document control including filing and archiving.
- Transcribes meeting notes
- Maintain “current” Construction Documentation Package; drawings and specifications.
- Serve as back-up contact person to the Honolulu Office Coordinator.
- Schedules and facilitates meetings, travel, and events.
- Occasionally provides coverage for administrative staff; greeting visitors, handling telephones, mail, and staff inquiries and requests.
- Coordinates travel itineraries and arrangements.
- Schedules and facilitates meetings, travel, and events.
Your Capabilities and Credentials
- Professional experience in the architecture/engineering/planning industry is preferred.
- Experience editing and creating specification documents.
- Clear understanding of service offerings provided by the discipline(s) studio(s).
- Ability to deftly manipulate data within spreadsheets and database systems.
- Strong analytical and research skills; with ability to synthesize data and ideas to make recommendations, produce reports, and identify trends and anomalies.
- Strong knowledge of business communication standards for email, correspondence, and telephone etiquette.
- Strong detail orientation and ability to organize and prioritize a diverse array of assignments and duties.
- Understanding of project accounting principles.
- Ability to operate telephone system and standard office equipment.
- Strong verbal and written communication skills.
- Ability to maintain a professional, polished appearance and demeanor.
- Excellent interpersonal skills.
- Ability to read, interpret, and act upon the requirements outlined in agreements and contracts.
- Working knowledge of Microsoft Office with expertise in Outlook, Word, and Excel and strong working knowledge of SharePoint.
Education and Experience
- Associates degree or higher in related field.
- 2+ years’ experience in a professional office environment or equivalent combination of education and experience.
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. #DesignYourPlace