Cambridge Administrative Assistant

3 days ago

Cambridge, Canada Alstom Full time

Leading societies to a low carbon future, Alstom develops and markets mobility solutions that provide the sustainable foundations for the future of transportation. Our product portfolio ranges from high-speed trains, metros, monorail, and trams to integrated systems, customised services, infrastructure, signalling and digital mobility solutions. Joining us means joining a caring, responsible, and innovative company where more than 70,000 people lead the way to greener and smarter mobility, worldwide

Overview

Purpose of the Job

Under the direction of the Factory Testing Manager, performs managerial work to assist the project team in the administration and coordination of all activities related to the Alstom Cambridge facility and field

Main Responsibilities

Office administration and Team Support

Use computer word processing, spreadsheet, and database software to prepare reports, memos, and KPIs.

Update and ensure the accuracy of the organization’s databases and repositories.

Administration support for the procurement process

Administration support to maintain the competency management system and process

Prepare meeting agendas and supporting material for distribution.

Ensure time keeping of all personnel at the facility using existing tools and processes

Manage a vacation tracker for the personnel at the facility.

Raise any issues related to the process and suggested changes or opportunities of improvement in order to reduce risk and improve performance.

Ensure roll out of proper training and communication through the process implementation, incl. respective documentation and records.

Assisting with onboarding/induction of new team members

Performs other key office activities as instructed by the Factory Manager

Project Coordination

Support warehouse management team to ensure proper inventory management of all deliveries and request for spares as and when needed.

Tracking and keeping records of local inventory and spare parts

Creating problem reports and internal RMAs for defective parts discovered during testing

Maintaining records of tools/test equipment and ensuring all test equipment calibration is maintained up to date

Ensure adequate PPE is procured and maintaied in stock

Arranging, Tracking, and keeping records of team training

Assisting with procurement of tools and supplies as required by the project

Assist with other project coordination activities as deemed necessary

Experience and Qualifications

Cert IV or Diploma in Administration / Human Resources/Project Coordinator

Typically, 2-3 years of relevant experience

Reporting Skills, Administrative Writing Skills, Microsoft Office Skills,

Managing Processes, Organization, Analyzing Information, Professionalism, Problem Solving,

Good understanding of Supply Management, Inventory Control

Behavioral and Technical Skills / Competencies

Disciplined with attention to detail

Proactive 'can-do’ attitude and efficient to promptly solve issues and anticipate difficulties

Aptitude for self-learning and taking important notes as part of the learning/documenting process.

Adheres to all applicable regulations, customer rules and professional standards (including EHS)

Excellent Verbal and Written Communication Skills.

Ability to work independently and as part of a team

Excellent time management skills

Strong interpersonal skills and team-spirit

Quality rather than quantity service

Reactivity-ability to organize priorities based on deadlines

Alstom is the leading company in the mobility sector, solving the most interesting challenges for tomorrow’s mobility. That’s why we value inquisitive and innovative people who are passionate about working together to reinvent mobility, making it smarter and more sustainable. Day after day, we are building an agile, inclusive and responsible culture, where a diverse group of people are offered opportunities to learn, grow and advance in their careers, with options across functions and geographic locations. Are you ready to join a truly international community of great people on a challenging journey with a tangible impact and purpose?

**Equal opportunity statement**:
Alstom is an equal opportunity employer committed to creating an inclusive working environment where all our employees are encouraged to reach their full potential, and individual differences are valued and respected. All qualified applicants are considered for employment without regard to race, colour, religion, gender, sexual orientation, gender identity, age, national origin, disability status, or any other characteristic protected by local law.

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