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Stantec

Administrative Assistant

300-125 Commerce Valley Drive West, Markham, ON, L3T 7W4, Canada

Full-time

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Job details

Job type: Full-time
Experience: Minimum 3-5 years of work experience within an administrative role is an asset;
Working hours: 20 hours per week
Posting language: English
Posted: Oct 26, 2026

Original job description

Great communities are built on connection. From vibrant economic centres, resilient communities, and public spaces where we gather to the roads, bridges, transit systems, airports, and ports that connect us, our work touches everyday life. We bring together diverse perspectives and expertise to deliver meaningful outcomes.

Join us to help plan, design, and engineer community and mobility solutions that improve everyday life. Whatever the distance, wherever the destination, our designs lead you there.

Your Opportunity:

Our Markham office is currently seeking an Administrative Assistant to become part of a dynamic transportation group specializing in the planning and design of major provincial highways, regional and municipal arterial roads, and related local transportation projects. This opportunity exists for an individual with strong multi-tasking, interpersonal, organizational and communication skills.

Your Key Responsibilities:

Assisting with project management and business unit responsibilities, including: document control, project coordination, invoicing, project correspondence, proposals, etc.);
Coordination and orientation of new staff hires for the operating business unit;
Processing and tracking of equipment orders, and staff timecards;
Preparing and processing correspondence, presentations, spreadsheets, reports and etc.;
Coordination of the pre-qualification process for all sub-consultants and sub-contractors;
Entering, maintaining, and organizing electronic records;
Ensuring awareness of and supporting management in adherence to corporate policies and procedures;
Follow, develop and implement document control processes and procedures established for project functions including document tracking, meeting minutes, RFIs, submittals, change logs and other communication tools as necessary;
Assisting with planning, scheduling, and organizing staff events;
Liaising with staff members and providing assistance, as required;
Development of relationships with other supporting departments such as IT, Facilities and Office Management to boost operational efficiency;
Many other duties as assigned.

Qualifications

Qualifications:

Excellent written and oral communication skills liaising with internal project team members;
Detail-oriented and highly organized with exceptional time management and multi-tasking skills;
Ability to work calmly and effectively under pressure to prioritize and meet tight deadlines;
Have a positive attitude and enjoy working in a team-based environment;
Expertise in the use of MS Office applications (specifically Word, Excel, Power Point and Outlook) with an interest to learn and adapt to new computer programs and processes quickly;
Experience in SharePoint (managing a site, utilizing the site to its fullest capabilities).
Able to evaluate needs and make effective decisions with minimal guidance;

Education and Experience:

Minimum 3-5 years of work experience within an administrative role is an asset;
Post-Secondary education and familiarity with SharePoint MS Project/In-Design/Visio are also considered assets.

About Stantec:
Stantec is a global leader in sustainable engineering, architecture, and environmental consulting. The diverse perspectives of our partners and interested parties drive us to think beyond what’s previously been done on critical issues like climate change, digital transformation, and future-proofing our cities and infrastructure. We innovate at the intersection of community, creativity, and client relationships to advance communities everywhere, so that together we can redefine what’s possible.

Pay Transparency: In compliance with pay transparency laws, pay ranges are provided for positions in locations where required. Please note, the final agreed upon compensation is based on individual education, qualifications, experience, and work location. At Stantec certain roles are bonus eligible. Actual compensation for part-time roles will be pro-rated based on the agreed number of working hours per week.

Benefits Summary: Regular full-time and part-time employees (working at least 20 hours per week) will have access to health, dental, and vision plans, a wellness program, health care spending account, wellness spending account, group registered retirement savings plan, employee stock purchase program, group tax-free savings account, life and accidental death & dismemberment (AD&D) insurance, short-term/long-term disability plans, emergency travel benefits, tuition reimbursement, professional membership fee coverage, and paid time off.

Temporary/casual employees will have access to group registered retirement savings plan, employee stock purchase program, and group tax-free savings account.

The benefits information listed above may not apply to union positions because benefits for such positions are governed by applicable collective bargaining agreements.

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More about this job

Responsibilities

The Administrative Assistant will support the transportation group by managing project documentation, coordinating staff activities, and processing project-related correspondence and invoicing. They will also assist with office operations, including equipment tracking, event planning, and maintaining electronic records.

Requirements

Candidates should have 3-5 years of administrative experience and proficiency in MS Office applications, with SharePoint experience being highly preferred. Strong organizational, communication, and multi-tasking skills are essential for managing tight deadlines and supporting team operations.

Skills

Document control
Project coordination
Invoicing
Project correspondence
Proposal preparation
Staff orientation
Equipment order processing
Timecard tracking
Data entry
Record management
MS Office
SharePoint
Time management
Multi-tasking
Communication skills
Interpersonal skills

Benefits

Health insurance
Dental insurance
Vision insurance
Wellness program
Health care spending account
Wellness spending account
Employee stock purchase program
Group tax-free savings account
Life insurance
Accidental death and dismemberment insurance
Short-term disability plan
Long-term disability plan
Emergency travel benefits
Tuition reimbursement
Professional membership fee coverage
Paid time off

Visa sponsorship

Not detected in the job text

Keywords

Administrative Assistant
Transportation
Document Control
Project Management
SharePoint
MS Office
Word
Excel
PowerPoint
Outlook
Invoicing
Sub-consultants
Sub-contractors
Engineering
Infrastructure
Planning
Design
Reporting
Timecards
Operational Efficiency
Corporate Policies
Data Management
Scheduling
Communication
Organization
Multi-tasking
Team-based environment
Professional development
Consulting
Sustainability

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