Administrative Assistant

3 weeks ago

Toronto, Canada Thales Full time

Location: Toronto, Canada

Thales 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.

We are looking for an Administrative Assistant 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.

This will start as a 12 month contract with high potential for long-term employment.

Key Responsibilities:

- 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 logístical 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
- 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
- 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
- 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

Required Skills and Experience:

- Excellent interpersonal skills and communication skills
- Ability to work independently with mínimal 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 Skills and Experience:

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

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