Project Controls Leader

Purpose of Job

The primary purpose of the role is to provide support to projects and project managers.  The main support role to our project managers on large scale projects. To be the 'go to person' for logistics, guidance, monitoring and control for those large proposals and projects. On our larger projects this could include undertaking and or taking responsibility for change management, monitoring, forecasting financials, reporting, and quality control processes. When working with our large-scale bid/proposals it could also include taking on the proposal manager role. This role will also include training and guidance for junior Project controls teams and incoming company integrations. They may also have junior staff reporting to them directly.

The role, depending on experience, also includes undertaking task management of individual projects components, as delegated and could include being named project manager. PCs can be noted as 'Conditionally Approved in the Approved PM database. On larger projects as Project Controls, you will more than likely interact with the client representatives and or your counterparts in a client organisation. You will also be expected to present project or proposal data to clients and Stantec senior leadership as part of a team.

It is often said that the role is the glue that keeps things running and it is very noticeable when PC are not available.

The following is not exhaustive, just an indication of the experience level we expect from CL5. Already trained and training others. Each business lines PMCL / PML will develop with a PC there expected role and growth.

Essential Functions

Project Execution

Assist the Project Manager(s) to coordinate and deliver projects in accordance with the Project Management Framework (PMF), particularly in terms of budgets, scope, timeframes, profitability and risk.

• Assist PM's implement their Sectors established project control processes and procedures including, but not limited to:

o    pipeline updates once a project has been won, assistance of PPT creation for proposals (where required).

o    project set up using PSF and server file and or Hub set up.

o    prepare and assist in the establishment of the Baseline schedule, budgets, and resource loaded schedule (if required) in conjunction with Project Team Members.

o    assisting and development of the WBS (Work Breakdown Structure) with project team.

o    monitoring of financial transactions, identifying slippage and communicating with the PM.

o    drafting, management of change (variation) process and interaction with the Project Accounting team,

o    ensuring QC/QA procedures are followed, documented and stored.

o    drafting forecast updates for Project Managers using Stantec's tools (IPS/IPM/PURS) using earned value management.

o    running various reports from Oracle BI dashboards to enable PMs and leadership staff to analyse, section, sector and project performance.

o    monitoring unbilled and ensuring timely invoicing on a regular basis or as the project contract dictates, monitoring accounts payable for projects.

• Some Sectors also have specialist software and process, for example Buildings has Newforma and specific project setup for reporting requirements by discipline. 

• Assisting to ensure approvals for contracts and sub agreements are in place, insurances and prequalification questionnaires are up to date and stored in the subs database as required by the PMF.

• Support development of the Project Plan (internal & client side), where required. This may include planning QMP and communication processes.

• When requested/directed by the appropriate leader or Project Manager, organise and schedule communication processes with the project teams including meetings, recording minutes, following up the status of action items.

• Respond to requests (whether from internal & external client) in a timely manner.

• Understand the project management and financial month end calendars and project managers requirements with that calendar.

Health & Safety

• Support the Project Management team draft, complete and monitor the Health and Safety requirements for specific projects via the Stantec RMS system.

• Following up to ensure acknowledgements are received and stored as required by the PMF.

• When requested/required action HSSE compliance checks. 

Pursuit and Business/Marketing Development

• Support Campaign and Proposal staff to identify project opportunities and prepare proposal material with a focus on Stantec's Project Management Framework (PMF) practices, ensuring client requirements, scope/deliverables, risk, technical and commercial needs are achievable.

• Participate in debriefing processes to assist Campaign and Proposals staff to continuously improve pursuit and business development activities

People / Training / Coaching

• Support team and company Initiatives.

• Promote and contribute to a sense of community, fun and team spirit.

• Regularly interact and engage with other members of the Sector and office

• Mentor and coach junior PCs

• Contribute to the overall ANZ PC community.

• Provide formal and informal feedback on individual performance of project controls and project managers, including contributing to the ANZ PMPG reporting collection for Project Managers and Project Controls feedback.

Individual Contributor

• Be accountable and drive quality by providing accurate reports and monitoring within the timelines set out for the project.

• Achieve Utilisation (UT) target though booking appropriate time to projects. Note here that the majority of PC time will go onto projects and the Project Managers should have allocated budgets.

• ·Manage own workflow/outputs and others (if required), within business priorities.

• Contribute by using your skills in risk analysis within project management.

• Travel from time to time to support projects and project management (with consultation).

• Undertake personal training opportunities to enhance skills.

• Always looking to be adding value to a specific project, project team, business centre operation.

  All work related to a specific project is chargeable and you should ensure your time is spread by actual effort.

Relevant tertiary qualifications and work experience in a related field