Manager, Publications and Coordinators

About Us

A career at Hitachi Rail will help create a legacy. With operations in every corner of the world, our work goes to the cutting-edge of digital transformation and technology. From the multi-cultural strength of our global organisation to the sustainable and innovative ways we work to bring people together, there’s something for everyone to get stuck into. And that’s where you come in.

Toronto, Ontario, Canada (Hybrid)

The Primary Responsibility of the Incumbent will be to monitor & supervise a team of Project Administrative Assistants / Project Coordinators and Publications specialists.

The incumbent will be responsible for creating a Performance Driven organization and Culture. They will assess, measure and reward accountability and efficiency. All leaders will continue to develop and improve our key talent. Managers will ensure SMART and quantitative objectives are set and are responsible for engaging in and action all elements of the HR Cycle including Talent Review, Succession Planning, Professional Development Discussion and Training initiatives within their teams. Managers are accountable to ensure all actions from these performance driven activities are developed and progressed. As part of their key function, they are responsible for ensuring consistency between work demand and capacity within their portfolio through smart task assignments. They will continue to drive the one team spirit within the Urban Rail Signaling domain, will manage team growth and address labor forecast challenges.

Key Accountabilities:
- As a Manager of both Project administrative assistants / Project Coordinators and Publications specialists, the main duties are:
- Analyze the Labor Forecast Report (LFR) and make recommendations with regards to headcounts/resources number- Manage the team in terms of people development, performance reviews & associated salary and bonus adjustment, coaching/mentoring.- Manage projects assignments/allocation and make priority calls if needed.- Find synergies and/or propose optimization in order for both groups to work efficiently together- Specifically for Project Administrative Assistants / Project Coordinators:
- Work/coordinate with the Manager of Administrative Assistants to share best practices and standardized approach.- Review LFR and manage projects assignments/allocation taking into account the portfolios organization.- Provide project managers & project planners feedback with regards to discrepancies between actuals and/or needs versus forecasts on Primavera.- Inquire/collect feedback from stakeholders on Project Coordinators’ performance on projects.- Support the team in obtaining charge codes, if needed.- Ensure a flow down of policies and procedures (ex: travel policies,..) and proper use of tools- 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.- Ensure proper project-specific processes description/guidelines are up-to-date to facilitate support from other Project Coordinators and/or facilitate handovers.- Propose recommendation with regards to Data Management & Documentation Management practices.- Act of the main point of contact/PMO representative for Project Coordinators & Data/Documentation Management issues and questions.- More specifically for Publications specialists:
- Act as main point of contact for the Publications dept., coordinating project teams to meet document publishing deadlines.- Working with the Lead of Publication, managing the Publications team workload and delegate rush work across team members.- Troubleshoot issues with documentation-related processes and strategize solutions to minimize downtime/delays in document releases.- Approve Publications and Data Records department timesheets, arrange for charge codes from project planners.- Contribute to work package management activities by reviewing/providing estimates, updating ETCs, and coordinating with PMO- Work with bids teams to provide accurate estimates/re-estimates for Publications work.- Create/maintain training materials on new processes and systems, as well as train new Publications staff.- Coordinate staff access to controlled areas of documentation library.- Create and maintain a supportive team environment through weekly team meetings, informal check-ins, and maintaining a group chat space in MS Teams- Be able to coordinate publishing and archiving technical documents, drawings and software with a team.- Create and maintain Project Work Packages Agreements- Have a solid knowledge of the 4.2-DOC Management Documents and 9.7-CFG Configuration Management Processes- Implement and maintain Shared Palma configuration control and documentation process flow chart- Have a solid Documentation Management of Multi-BLs project context & experience with Documentation Management flow- Work to manage archiving processes/ Iron Mountain- Work with legal to support proper Documentati