Project Controls Coordinator-Contract Administrator

The 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.

Your 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.

1. 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.
2. Stantec is a place where the best and brightest come to build on each other’s talents, do exciting work, and make an impact on the world around us. Join us and redefine your personal best.
3. About Stantec
4. 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.
5. #StayInquisitive