About Us

A career at Hitachi Rail will help create a legacy. With operations in every corner of the world, our work goes to the cutting-edge of digital transformation and technology. From the multi-cultural strength of our global organisation to the sustainable and innovative ways we work to bring people together, there’s something for everyone to get stuck into. And that’s where you come in.

Toronto, Ontario, Canada (Hybrid)

Provide administrative & operational support to the Project Managers & project team for assigned projects

Key Accountabilities:

  Provide administrative support to the Project Manager(s)/Director(s) and the Projects Portfolio Director:

• As required, support the Launch of a new project by following the steps listed in the Project Initiation instruction.

• As required, schedule project meetings, prepare agendas attend weekly meeting, record attendance, take minutes and action items, update master action item log and distribute minutes

• Plan, organize and setup of meetings and meeting rooms, catering arrangements for meetings when required

• Maintain an out of office record for staff travelling to site, on vacation or out of the office for personal or medical reasons etc;

• As required, coordinates with Project Manager the preparation and timely completion of weekly and monthly reports to Department Heads and customers.

Provide logistical support to the Project Team(s) (i.e. Project Manager, Project Engineer, Project Planner, ...):

• Arrange for visitor badges, wireless internet access, and update the visitor’s log

• Make travel arrangements (visa arrangements, if required) for staff travelling to the project sites

• As required, raise purchase requisitions (PR), IRFs, PPR and RMAs & process accounts payable invoices in a timely manner (e.g, catering expenses, visa applications expenses, etc.)

• Assist other Thales' entities to acquire access to Hitachi applications, e.g. Livelink, Clearquest, Shared Palma, SharePoint, DOORs/Polarion, Citrix account, WebCloud, etc.

• As required, support the shipment of documents and items

• Support project team building activities, farewell cards, .. and, in case of large events, coordinate with the Event Coordinator/Specialty Admin.

Support the Project’s Data Management activities:

• Maintain an updated correspondence tracking log for incoming and outgoing correspondence; Follow up the flow of communications with customers, what is replied, what is not.

• As required, proof-read and edit documents

• Apply the Project’s Data Management strategy by supporting the archival/safe keeping of important internal project documents on the projects’ SharePoint communities. Audit periodically the Project’s Data Repository to ensure compliance to our Company’s Project Data Repository process.

• If needed, keep OBS/Project Org chart up-to-date.

• Maintain the list of WPM names in SharePoint’s Projects Community or SAP CN42N/CJ40N

Support the Project’s Documentation Management activities:

• As required, prepare and update Contract Data Requirements List (CDRL)/Milestones charts & other graphs and metrics for monthly presentation report (OPS).

• Keep the CDRL up-to-date at all times.

• Coordinate and track project deliverables and actions to ensure on-time delivery;

• As required, handle the submission of Contractual deliverables to Customer either through email or through Customer-supplied tool (ex: Aconex, Asite, EDMS, ..)

Support the Project’s Reporting activities:

• If needed, support the Project Manager in preparing Project Progress Reviews (use of the right template, support collection of inputs, follow-up on action plan, ...)

Ensure business continuity:

• Provides support or act as backup to other Project Coordinators, as needed

• Secure backup support from other Project Coordinators before going on leave and ensure relevant SAP charge codes are being assigned to those backup Project Coordinators.

• Keep project-specific processes description/guidelines up-to-date to facilitate support from other Project Coordinators and/or facilitate handovers.

 Key Requirements:

• Post-secondary education or equivalent

• Excellent verbal and written communication skills in English.

• Ability to work independently with minimal supervision

• Accurate and efficient administration skills and attention to detail

• Strong organizational skills and ability to balance multiple priorities

• Strong written and verbal communication skills

• Excellent interpersonal skills

• Ability to effectively interact with peers, managers, customers and subcontractors

• Advanced computer literacy – MS Office (Excel, Word, Visio, Powerpoint,)

• Proficiency in JIRA, SAP and SharePoint is an advantage

Preferred Qualifications:

• French and/or Spanish language proficiency is an asset.

• Administration diploma is an asset.

• Experience in project environments is an asset.

• Experience in complex and international projects is an asset.

Thank you for your interest in Hitachi Rail. If your application is of interest, we will be in contact. Please do not hesitate to discover more about us and our latest jobs at https://www.hitachirail.com/careers.

At Hitachi Rail, there is a place for everyone. We welcome and value differences in background, age, gender, sexuality, family status, disability, race, nationality, ethnicity, religion, and world view. It is our commitment to create an inclusive environment - we are proud to be an equal opportunity employer.

We would be delighted if you would be one of our followers at https://www.linkedin.com/company/hitachirail.

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