Project Admin Assistant

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.
- As the Project Admin assistant you will provide administrative support to the Project Managers & project team for assigned projects
- Key Requirements:

- Provide administrative support to the Project Manager(s)/Director(s) and the Portfolio Director:

- 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;
- Coordinate with the PM/APM to get the Ops dashboard printed and distributed to senior management on time each month;
- 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;
- 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
- Support the Project Office Data Management activities:

- Maintain an updated correspondence tracking log for incoming and outgoing correspondence;
- As required, proof-read and edit documents
- As required, prepare and update 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;
- Maintains office e-filing system by ensuring that all office files are kept up to date and in order. As required, photocopies & distributes all documentation and correspondence.
- As required, support the shipment of documents and items.
- Provides backup for other Project Office Administrative Assistants
- As required, Support other Project Management Office activities described in “87209506-PRJ-GRP-EN - Guideline for the implementation of a Project Management Office (PMO)”
- Required Qualifications:

- Post-secondary education or equivalent
- Administration diploma an asset
- English speaking mandatory
- 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;
- Strong written and verbal communication skills;
- Excellent interpersonal skills
- Ability to effectively interact with peers, managers, customers and subcontractors;
- Advanced computer literacy - MS Office (Excel, Word, Visio, Powerpoint, Access).
- Preferred Qualifications:

- Experience in Project environment
- Experience in complex and international projects an asset
- #LI-Hybrid
- Thales is required to follow mandatory customer policies as well as Federal and Provincial legislation, now and in the future. This includes, but is not limited to, vaccination mandates and travel requirements. This role requires you to work on a customer site and/or travel. Therefore you must follow all mandatory customer policies and Federal and Provincial legislation as a condition of employment_