Bilingual Project Administrative Assistant

3 weeks ago

Toronto ON, Canada Thales e-Security, Inc. Full time

Bilingual Project Administrative Assistant page is loaded Bilingual Project Administrative Assistant Apply remote type Hybrid locations Toronto time type Full time posted on Posted 29 Days Ago job requisition id R1005041 Location: Toronto, CanadaThales people architect solutions that support 85 million mainline and suburban passenger journeys, worldwide, every day. Our Rail Signalling and Communication systems are used on metro lines across major cities, and 72,000 kms of route, 52,000 trains per day in 16 countries are controlled by our Traffic Management Systems. Together We deployed the first-ever nationwide ticketing system which processes over 50 million ticketing transactions in 100 cities daily.Thales provides world-leading Communications-Based Train Control (CBTC) and interlocking for mass rail transit applications globally. The Centre of Competence for Urban Rail Signalling is located right before you at mid-town Toronto. As the largest office in Canada, we house a department for every step of the Software Development Lifecycle (SDLC) This includes Software, Hardware, Systems Design, Verification & Validation, Operations, etc. The supporting corporate shared services teams in Finance, Human Resources and IT is also located at the office. Our office space was designed to provide a sustainable, healthy workplace that expresses TRSS’s brand while increasing collaboration. Features include Greenguard furniture, EnergyStar appliances, low-emitting adhesives, sealants, and sliding glass doors on internal offices provide daylight and views to the outside. Come join the big Transport family, here in Toronto

We are looking for an Project Coordinator to work directly with our Projects team here in Toronto

You will 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
    • In case of Travel coordinator/ Specialty Admin’s deficiency, make travel arrangements (visa arrangements, if required) for staff travelling to the project sites
    • As required, support expense reports preparation
    • As required, raise purchase requisitions (PR), IRFs, PPR and RMAs
    • Assist other lines of business to acquire access to required Canadian applications, e.g. Livelink, ClearQuest, Shared Palma, SharePoint, DOORs, 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 either on the company’s shared drive or company’s online tool
    • 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 SAP CN42N/CJ40N up-to-date
  • 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:

  • Excellent interpersonal skills and communication skills
  • Advanced bilingual ski - French & 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
  • Ability to effectively interact with peers, managers, customers and subcontractors
  • Advanced computer literacy – MS Office (Excel, Word, Visio, PowerPoint)

Preferred Qualifications:

  • Post-secondary education or equivalent
  • Administration diploma
  • Proficiency in JIRA, SharePoint and Primavera
  • Experience in Project environment
  • Experience in complex and international projects

Thales is an equal opportunity employer which values diversity and inclusivity in the workplace. Thales is committed to providing accommodations in all parts of the interview process. Applicants selected for an interview who require accommodation are asked to advise accordingly upon the invitation for an interview. We will work with you to meet your needs. All accommodation information provided will be treated as confidential and used only for the purpose of providing an accessible candidate experience.

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