Coordinator, Procurement

2 weeks ago

Montréal, Canada Canadian National Railway Full time

At CN, everyday brings new and exciting challenges. You can expect an interesting environment where you’re part of making sure our business is running optimally and safely―helping keep the economy on track. We provide the kind of paid training and opportunities that long-term careers are built on and we recognize hard workers who strive to make a difference. You will be able to thrive in our close-knit, safety-focused culture working together as ONE TEAM. The careers we offer are meaningful because the work we do matters. Join us

**Job Summary**

The Coordinator, P&SM is responsible for coordinating a diverse set of activities for the Procurement and Supply Management and Fleet Management (P&SM) teams such as preparing presentations and coordinating the reception and review of highly confidential materials internal and external to the function and to CN, as well as material to be presented to Executives and Board Members. Additional tasks include supporting the onboarding process of new staff, managing and creating organizational charts, reviewing and summarizing employee surveys, maintaining monthly and weekly data reports on both SharePoint and Smartsheet and managing several P&SM Intranet pages on SharePoint or other platforms.

**Main Responsibilities**

**Coordination and Support of Assistant Vice-President (AVP) P&SM**
- Prepare communications with Executive Leadership team members on behalf of AVP P&SM
- Manage and coordinate proactively AVP P&SM’s calendar and itinerary
- Ensure material required for AVP P&SM is timely and readily available for Steering Committee Meetings and other scheduled meetings and activities
- Prepare draft communications on behalf of AVP P&SM to different audiences within CN, as well as external communications to Suppliers and Organizations
- Process expense reports on a timely basis for AVP P&SM
- Approve requests for the AVP P&SM for hardware requests for new employees, teams expense reports, etc.
- Coordinate, book, update and monitor travel arrangements and flight itineraries for AVP P&SM as well as process travel bookings in the Concur system. Ensure expenses are in accordance with CN’s policies and guidelines. Monitor bank account reconciliation
- Meet AVP P&SM on a weekly basis to review the priorities for the week
- As requested, attend selected meetings, take meeting minutes and follow up on open action items
- Solve problems, remove roadblocks before they are brought to the attention of the AVP P&SM. Keep AVP P&SM informed

**Coordination and Support of P&SM Activities**
- Work with Enablement and Support team to put together Board updates, P&SM Introduction and P&SM Town Hall presentation, among others
- Coordinate and develop communications to inform employees of important items, such as job openings, organizational changes, events, training sessions, Fireside Chats, Town Halls, Leadership workshops, Buddy Room schedules, etc.
- Update P&SM TV content with relevant department updates
- Facilitate function’s brainstorming sessions
- Coordinate logistics related to P&SM team meetings and workshops
- Translate documents from English to French
- Coordinate and support P&SM events such as Town Halls, training and onboarding sessions, lunch and learns, Spotlight Events, workshops, surveys, etc.
- Maintain onboarding documentation for new employees
- Perform onboarding tasks for new employees and ensure they have access to tools such as SharePoint, Tableau and Smartsheet
- Update information using various platforms such as SharePoint, Tableau and Smartsheet to support P&SM
- Update Outlook distribution lists for P&SM, contact information, and organizational chart
- Maintain permission lists for booking conference rooms and accessing SharePoint sites
- Update and coordinate seating plans and move requests with Facilities Coordinator
- In coordination with P&SM and Fleet Management teams, maintain list of active suppliers
- Maintain all multi-functional devices, conference room audio-visual tools. Responsible for ordering supplies and requesting service repairs
- Provide support for ad-hoc projects in coordination with Enablement and Support team

**Working Conditions**

The role has standard working conditions in an office environment with a regular workweek from Monday to Friday. Occasionally, must be available during evenings and weekends as required. Due to the nature of the role, the incumbent must be able to meet tight deadlines, handle pressure, and stress and maintain confidentiality of information.

**Requirements**:
**Experience**

Office Management
- Minimum 5 years of office management experience
- Experience in a corporate environment
- Experience in executive and committee meetings preparation and coordination

**Education/Certification/Designation**
- College Degree as a minimum

**Competencies**
- Inspires others with impactful communications and adapts to the audience
- Applies critical thinking
- Makes informed and timely decisions
- Collabor

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