Job DescriptionThe Project Controls Coordinator-Contract Administrator supports the successful delivery of various government and public-agency projects by ensuring contract and financial compliance with contract requirements. Working closely with Project Management, Project Controls, Project Accounting, and Marketing and Business Development, this role helps project teams consistently apply contract requirements and reduce financial and compliance risk.
This position provides a central point of coordination for contract requirements and related financial documentation, allowing project teams to remain focused on delivery.
Key Responsibilities Contract & Financial Compliance
- Ensures compliance with state and federal contractual requirements across prime contracts, task orders, amendments, and modifications.
- Ensures financial terms - including rates, fee structures, funding limits, and authorization requirements - are interpreted correctly and applied consistently
- Tracks and reports on project cost performance.
- Prepares month-end reports for project management and clients.
- Provides contract compliance guidance to project teams.
Project Controls and Billing Support
- Supports with project setups, rate and gross margin reviews, rosters
- Coordinates with Project Controls and Project Accounting to confirm invoices align with contractual requirements and approved rates.
- Maintains complete, accurate billing support, financial exhibits, client forms, and other documentation as required.
- Supports Project Manager and/or Project Controller with other project related tasks, as required.
Subconsultant Contract & Compliance
- Ensures subconsultant agreements and documentation comply with requirements
- Leads coordination of subconsultant compliance activities, including approvals, insurance, funding limits, and required documentation.
- Tracks subconsultant contractual obligations in coordination with the project team.
- Reviews and tracks subconsultant invoices and contractual obligations in coordination with the project team.
Cross-Functional Coordination & Risk Management
- Coordinates across project functions to align contract, financial, billing, and pursuit requirements.
- Supports with cost or pricing input for proposals, task-order pursuits, and client submittals.
- Identifies and escalates compliance risks and supports corrective actions.
- Maintains organized, auditable contract and financial records in accordance with client and company standards.
QualificationsYour Capabilities and Credentials
- Knowledge of consulting and/or public-agency contract administration and applicable procurement laws, rules, and regulations.
- Ability to interpret and apply policies, procedures, contracts, budgets, and cost or pricing information.
- Experience preparing contract documentation and proposal responses.
- Strong analytical, negotiation, issue-resolution, and written and verbal communication skills.
- Ability to work professionally across Stantec teams and with client staff.
- Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
Qualifications
- Bachelor's degree or equivalent experience in business, project management, finance, or a related field.
- Typically 5+ years of experience supporting transportation or public-sector projects.
- Experience with Caltrans or other state DOT contracts strongly preferred.
- Strong understanding of consulting contracts, DOT billing requirements, and financial compliance.
- Highly organized, detail-oriented, and comfortable working across multiple teams.
- 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.
Join a team that's naturally committed to the environment.
About the TeamPay 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) have access to medical, dental, and vision plans, a wellness program, health saving accounts, flexible spending accounts, 401(k) plan, employee stock purchase program, 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 family leave. Regular full-time and part-time employees will receive ten paid holidays in each calendar year. In addition, employees will be eligible to accrue vacation between 10 and 20 days per year and eligible for paid sick leave (and if more generous, in accordance with state and local law).
Temporary/casual employees have access to 401(k) plans, employee stock purchase program, and paid leave, in accordance with state and local law.
The benefits information listed above may not apply to union positions because benefits for such positions are governed by applicable collective bargaining agreements
