Project Management Office Assistant Co-op Student

4 weeks ago

Niagara, Canada E.S. Fox Limited Full time

**ABOUT US**:
Established in 1934 as a small plumbing and heating company, E.S. Fox Limited today is recognized as a pre-eminent Canadian multi-trade Industrial, Commercial, Institutional and Nuclear constructor and fabricator. E.S. Fox Limited works in the industries of oil and gas, petrochemical, mining, pulp and paper, steel, automotive, pharmaceutical, casinos, hotels, hospitals, schools, and themed entertainment.

The company is headquartered in Niagara Falls, Ontario, and maintains full-service regional offices in Hamilton, Toronto, Port Robinson, Oshawa, Tiverton, Kingston, Sarnia, and Thunder Bay.

With a strong commitment to health, safety, quality and the protection of the environment, E.S. Fox Limited has earned a reputation as a people-first, environmentally conscious, socially responsible constructor.

The Head Office in Niagara Falls, ON is looking for an enthusiastic, motivated and goal-oriented **Assistant** to join the **Project Management Office **team beginning in May 2023.

**WHAT WE OFFER**:
A rewarding opportunity working within the thriving construction industry providing well-rounded experience and exposure into the Project Management and Training discipline.

**SUMMARY OF THE ROLE**:
Reporting to the Project Management Office (PMO) Manager, the PMO Assistant will provide administrative and organizational assistance to the Project Management Office and Training department to support its objectives.

**KEY RESPONSIBILITIES**:
**PROJECT MANAGEMENT OFFICE RELATED RESPONSIBILITIES**:

- Assists in the development, revision, and electronic retention of forms, checklists, policies, and procedures where necessary.
- Support with the preparation of materials for meetings and ensuring distribution in a timely manner.
- Taking and distributing meeting minutes and ensuring accuracy of all documentation.
- Coordinating internal PMO audits (i.e. aligning availability between stakeholders, booking boardrooms, assisting with meting setup and minute taking/distribution)
- Input of Corrective Action Reports (CARs) (resulting from internal audits) into the system and following up with Area Managers to ensure accurate/timely completion and closeout.
- Provide support during external regulatory audits if required. (E.g. ISO 9001 audits).
- Project Management and Management meeting support activities including but not limited to: room booking and coordination, and preparation and assembly of materials.

**TRAINING DEPARTMENT RELATED RESPONSIBILITIES**:

- Uploading hard copy training records submitted by department Managers, Employees, or Corporate Training Coordinator.
- Maintain training matrices as assigned by the Corporate Training Coordinator
- Update courses (and related attachments such as PDF's, videos, SCORM files, PowerPoint presentations etc.) into the Learning Management System.
- Updating corresponding hard copy tests within the Document Management System
- Supporting the Corporate Training Coordinator, Human resources and Environmental Health and Safety in the on-boarding process for new employees
- Facilitating in-person training courses while noting questions from participants and ensuring that questions are addressed during the course, or followed up with afterwards.
- Process mapping of various company positions to contribute to the development of onboarding and training packages for new hires.

**KNOWLEDGE AND EDUCATION REQUIREMENTS**:

- Enrollment in a post-secondary program in Office Administration ? Executive, or, Construction/Civil, Electrical, or Mechanical Engineering.

**SPECIFIC EXPERIENCE AND SKILLS**:

- Excellent communication skills are required (both verbal and written).
- Ability to work effectively both independently and as part of a team.
- Adept multitasking, organization and time management abilities.
- Ability to handle confidential and sensitive information
- Intermediate skill level in Microsoft Office programs (Word, Excel, PowerPoint, Visio and Outlook are most prominently used).
- Experience working within a Project/Office Administration capacity is an asset.
- Experience working with (or has some exposure to) a Learning Management System is an asset.
- Experience working with (or has some exposure to) a Document Management System (e.g. SharePoint, DocuShare, OneDrive etc.) is an asset.

**PERSONAL ATTRIBUTES**:

- Active listener
- Inquisitive and logical approach
- Team oriented

E.S. Fox Limited is an equal opportunity employer committed to providing an inclusive workplace. We will accommodate applicants with disabilities throughout the recruitment and selection process. Please advise Human Resources to ensure your accessibility needs are accommodated throughout this process.

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