Project Administrator

About The Role:

This is a diverse and engaging role that encompasses end-to-end project support/administration from initial enquiry through to project completion. The successful candidate will collaborate closely with our experienced Geo/Transport staff within the Infrastructure & Environment Team, under the guidance of our Project Management Assistant Lead. Comprehensive training in all processes will be provided, along with ongoing mentorship to support your development.

 Tasks and Responsibilities:

• Execute instructions from Project Managers for the range of pursuit tracking to setup and close out. This can include, but is not limited to, creation of Opportunity on Pipeline, folder set up, providing assistance with Fee Proposal creation and issue, providing all required information to the PA team upon new instruction to complete project set up.
• Track opportunity pursuits in Pipeline, from initial set up, updating as status changes and through to award or close out. Reviewing and updating neglected Opportunities.
• Provide contract administration assistance: Including tracking contract reviews (standard and non-standard), facilitate Stantec approval of contract. Also support for Contract changes and change orders over the life of the project.
• Assisting the drafting of project budgets in the Project Pursuit Tool (PPT), establish requests for new projects, coordinate with PMs and Project Independent Reviewers for internal approvals at the appropriate signature authority level.
• Assist with invoicing process, coordinating with Project Accounting and PMs. Track accounts receivable and coordinate with PMs for outstanding invoice payment from client.
• Develop and maintain ongoing administration of change orders.
• Assist in gathering and coordinating project management information from the task managers on multidisciplinary projects.
• Assist with additional projects tasks as requested.
• Assist and coordinate project closure and archive.

Additional Geo Responsibilities:

• Manage Team Workboard working with Senior Management to ensure it is kept up to date
• Manage allocation of Vehicles & Equipment for Site Work – via the Workboard
• Management of the Geo fleet of pool vehicles
• Keep FleetChecker up to date, arrange maintenance of vehicles and repairs including MOT & Servicing, Windscreen repairs, tyre changes etc
• Management of Technical Equipment calibrations and records
• Monitor all equipment and ensure equipment is calibrated as per the Equipment Register.  Equipment Register to be updated to follow Stantec’s Maintenance & Calibration Equipment Procedure.
• Assist with setting up new starters ensuring that they are set up for their job role (IT, software, PPE and vehicle insurance)
• Maintain PPE Stocks and order where required for Geo Engineers.
• Supplier Management – Assist PM’s to set up new Suppliers, liaising with Procurement and H&S to ensure prompt set up.  Raise PO’s for Suppliers as requested by PM’s.  Raise PO’s for general Geo Suppliers used by the Region.  Ensure all supplier invoices are processed and deal with any queries
• Ordering Radon Reports/Envirocheck/Groundsure/Coal Authority reports prior to Ground Investigation works
• Ensuring compliance with Health and Safety
• Where applicable and in line with Stantec’s Safety Management System
• Use of Company Credit Card – for adhoc purchases, ensuring prompt uploading of invoices/receipts to Oracle for payment.

Miscellaneous Administrative Support Duties:

• Document and electronic filing.
• Assist Project Accounting and Project Control Specialists under the instruction of the PM.

About You:

• Ability to use Excel proficiently and creatively to problem-solve and communicate.
• Advanced working knowledge of MS Office suite.
• Ability to work with initiative, professionalism, and confidentiality, and can work independently, multi-task and adapt to change in a very dynamic environment.
• Has demonstrated attention to detail; initiative in problem detection and resolution; strong verbal and written communication skills; ability to prioritise and multi-task between multiple PMs.
• Knowledge of Engineering Consultancy work would be advantageous but is not essential.

Why Join us? 

Our core values unite us as a firm. Our commitment to the health and safety of our people and to being ethical underpins our values and strengthens everything we do.

• We put people first: People are at the heart of everything we do; they give our work purpose. That’s why we listen to and design for the distinct needs of our clients—and those who live and work in the communities we serve. It’s why we prioritize the safety of everyone our work touches. And it’s why we define fulfilling careers for our own people, helping them set and then surpass their individual goals

• We are driven to achieve: Named in the top 50 companies to work by Glassdoor 2025. Recognised by Corporate Knights as one of the world's top 10 most sustainable companies 2025. 

• We do what is right: Industry leading training and development as well as paid for professional subscriptions. A professional progression plan, supporting you to become chartered. 

• We are better together: A supportive and collaborative team environment and wider ERG network (see more on our ERGs here: Stantec Employee Resource Groups) 

• Growth: We're on an exciting growth journey across the UK - we want you to be part of it! 

• Great Benefits: Competitive salary, bonus schemes, enhanced pension plan, annual leave with the option to buy/sell additional days, private medical insurance, group income protection & life assurance included as standard as well as discounted gym membership and lots more. 

• Flexible working: Enjoy a healthy work-life balance with our hybrid approach to flexible working. Please note, we ask our full-time employees to come into the office 3 days per week.