Program Management Information Systems (PMIS) Coordinator

When you care deeply about the work you do, it’s rewarding to see it through from concept to completion. We partner with clients to provide both program management and construction management to strategize, plan, and implement projects that drive organizations forward. From hospitals and airports to university campuses, mass transit systems, water treatment facilities, mines, and wind farms, we've successfully managed thousands of projects.  

Joining our team, turning visionary ideas into reality, will shape your future—and the future of your community. 

We are strategizing, planning, and implementing projects that help clients achieve their organization’s objectives. Join our award-winning program management team and bring transformational project solutions to life.

Your Opportunity 

Stantec is currently seeking a PMIS Coordinator to support the administration, maintenance, and day-to-day operation of Program Management Information Systems (PMIS) used on major infrastructure and capital programs. This role is ideal for an individual with experience using PMIS platforms who enjoys working with project teams, managing document workflows, and ensuring the integrity and quality of project information.

The PMIS Coordinator will work closely with project teams, document control staff, project controls professionals, clients, and software vendors to support the effective use of PMIS platforms and adherence to project governance requirements. The role will also support document control and PMIS activities during planning, design, construction, contract administration, and field investigation phases of projects.

Your Key Responsibilities

1. Monitor PMIS workflows and ensure project records progress through established review and approval processes. 
2. Support document control and PMIS workflows throughout project delivery, including construction, contract administration, and field investigation phases. 
3. Coordinate RFIs, submittals, transmittals, project correspondence, and approval workflows within the PMIS. 
4. Perform quality assurance and data validation reviews to ensure project records, forms, and project documents.
5. Ensure project documentation is properly organized, stored, retained, and managed in accordance with document control procedures and project requirements. 
6. Monitor compliance with PMIS standards, document control procedures, and project governance requirements. 
7. Provide PMIS user support and assist in resolving workflow, data quality, and document control, issues. 
8. Coordinate with PMIS providers to investigate and resolve technical, system, and workflow issues. 
9. Develop training materials, support end-user training, and communicate system updates and guidance to users.
10. Ensure project documentation is properly organized, stored, retained, and managed in accordance with document control requirements.
11. Support project teams during PMIS rollouts, process improvements, and continuous improvement initiatives
12. Support PMIS testing, upgrades, integrations, rollouts, and continuous improvement initiatives. 
13. Maintain accurate project records and support project teams throughout the project lifecycle. 
14. Collaborate with Project Management, Program Controls, Project Controls, and Document Control teams to support effective PMIS utilization. 
15. Participate in client meetings, workshops, and occasional site visits as required.

Your Capabilities and Credentials

Required

• 1-2 years of experience using PMIS platforms such as Kahua, e-Builder, Procore, Unifier, or similar systems.
• Knowledge of PMIS workflows, document management, records administration, and approval processes.
• Proficiency in Microsoft Office (Excel, Word, Outlook, Teams) and a good understanding of business applications and information systems.
• Strong attention to detail with the ability to identify document control issues.
• Strong organizational, communication, and customer service skills.
• Demonstrated ability to learn new systems and follow established processes.
• Interest in project management, project controls, and digital project delivery.

Preferred

• Experience supporting construction, engineering consulting, infrastructure, or capital projects.
• Experience coordinating RFIs, submittals, transmittals, document review workflows, and construction-related documentation. 

Education and Experience

• Diploma or Bachelor's degree in Information Technology, Construction Management, Engineering, Business Administration, Project Management, or a related field. Or Equivalent combination of education, internships, and early professional experience.
• Minimum 1-2 years of relevant PMIS use or administration, coordination, document control, or project systems experience, or an equivalent combination of education and experience.

Location: Toronto, Ontario, Canada (Local candidates preferred; candidates located elsewhere in Ontario will be considered based on qualifications and experience)
Travel: Occasional travel to client offices, project sites, and meetings may be required.

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.

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.

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