Administrative Coordinator

Administrative Coordinator

Requirements

• Proficient level of skills/experience using Microsoft Word, Excel, PowerPoint and, Outlook, MS Teams, and Adobe skills with managing PDFs.
• Strong project financial capabilities obtained through experience or education.
• Strong written and verbal communication skills – articulate and diplomatic manner.
• Demonstrated ability to handle multiple priorities and assignments through strong organizational skills.
• Ability to prioritize duties and work under pressure and tight deadlines.
• Methodical, accurate and consistent attention to detail.
• Self-motivated and able to take responsibility.
• Punctual and reliable.
• Flexible attitude.

Responsibilities

• Supports project managers and project teams, to ensure efficiency and functionality.
• Works closely with project teams to maintain a current and accurate understanding of project status, issues and changes.
• Provides support to project managers and project teams to adhere to client standards, contracts management, Stantec required procedures, and document management.
• Prepares required project set up documentation.
• Prepares financial tracking reports and assists with project invoicing.
• Prepares high quality, accurate and timely documents such as: specification packages, reports, addenda, minutes, and other required documentation.
• Assists with construction contract administration – submittals, changes, progress claims.
• Follows record retention policies and maintains filing system and records.
• Assists with administration of employee training and development programs.
• Travel coordination including booking flights, hotels, and car rentals.
• Assist with preparation of expense submissions and timecard administration.
• Assist with entering/updating proposal pursuits and project information into the company-wide database.
• Schedules meetings and travel arrangements.
• Prepares and distribute meeting minutes and agendas.
• Formatting, proof reading and preparation of all types of documents including but not limited to reports, proposal, specifications, presentations, contracts, drawings, spreadsheets, tenders etc. to company standards as assigned.
• Supports business development functions – proposal submissions, staff resumes, and event planning.

Preferred Qualifications

• Proofreading and editing skills an asset.
• Familiarity with ISO 9001 an asset.