We create the connections that get people and goods moving—whether by car, bus, train, plane, or their own two feet. Working within the context of the communities we serve, we provide planning, engineering, and infrastructure management services that fit the needs of our clients and improve the overall transportation experience. Join our team and help us keep communities connected.
Your Opportunity
We are seeking a highly organized and proactive Administrative Assistant to support business development, project setup, and delivery activities across our Transportation Business Centre (BC) in Ottawa. This role is a key connector between Business Centre leadership, Project Managers, Project Accounting, and Corporate support teams, ensuring opportunities and projects are set up efficiently, accurately, and in accordance with corporate policies and procedures.
Your Key Responsibilities
The BC Administrator plays a critical role in enabling our teams to focus on technical delivery by managing administrative, financial, and systems-based processes from opportunity award through project closeout.
Opportunity & Project Setup
- Act as the primary administrative point of contact once an opportunity is awarded, coordinating receipt and distribution of proposals, client agreements, and supporting documentation.
- Update and maintain opportunity and project information in the pipeline and internal systems.
- Prepare Project Setup Forms (PSFs) and coordinate approvals with Project Managers and Business Centre leadership.
- Coordinate Internal Work Orders (IWOs) in accordance with Signing Authority Policy.
- Liaise with Project Accounting to support timely and accurate project setup.
Project Controls & Administration
- Create and maintain project folders and records in accordance with Global Data Management (GDM) practices.
- Support Project Managers with project plan documentation, independent reviews, and required records.
- Track and support Health, Safety, Security, and Environment (HSSE) documentation including RMS and HASP requirements for field-based work.
- Ensure required documentation is complete, approved, and properly filed.
Business Centre Support
- Provide ongoing administrative and coordination support to Business Centre leadership and project teams.
- Assist with reporting, tracking, and general BC administration activities.
- Support continuous improvement of BC administrative processes and tools.
- Liaise with staff members and assist with project administration including reports, proposals, correspondence schedules, minutes, spreadsheets, letters, presentations, database lists, specifications, contracts, etc.
- Processing expense reports and timecard administration, as required
- Travel coordination and arrangements
- Electronic calendar management including scheduling meetings and boardroom bookings
- Reception coverage on occasion
Your Capabilities and Credentials
You are an effective “team player” who has an ability to work with little or no supervision, multi-task and have the ability to work effectively in an environment with competing priorities and confidential/sensitive issues. As a self-motivated individual, you excel at working independently and also enjoy a team environment. Additional qualification details include:
- Minimum 3–5 years of experience in a professional services, consulting, or engineering environment.
- Strong understanding of project setup, financial controls, and administrative workflows.
- Proficiency with MS Office (Excel, Word, Outlook, Teams, Powerpoint).
- Excellent organizational skills with the ability to manage multiple priorities and deadlines.
- Strong communication skills and the ability to work effectively with multidisciplinary teams.
Education and Experience
This role does not require an individual to have any specific education or training, but candidates with relevant experience\education along with an administrative related certificate or diploma will be given preference.
Why Join Us
- Be a key contributor to the success of a growing Transportation Business Centre.
- Work closely with senior leadership and project teams on meaningful infrastructure projects.
- Opportunity to grow your career within a collaborative, professional services environment.
- Flexible work arrangements and a supportive team culture.
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 others’ talents, do exciting work, and make an impact on the world around us. Join us and redefine your personal best.
About UsA career in transportation is more than bridges, roads, and rail. As we plan, design, and manage projects that move people and goods from Point A to Point B, we create connections that transform our communities. Every airport, road, bridge, port, or transit project is an opportunity to make communities safer, cleaner, and more resilient. Together, we’re making an impact around the world.
If you’re looking for a career that moves, join our team of professionals who are passionate about the future of transportation.
