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Project Coordinator/executive Administrator

2 weeks ago

Acheson, Canada Western Star Trucks (North) Ltd. Full time

**POSITION TITLE**:
Project Coordinator / Executive Administrator

**DEPARTMENT**:
Administration

**REPORTS TO**:
Chief Executive Officer

**SUMMARY**:
At The WSN Group of Companies, we believe truck drivers are essential in keeping our world moving - it’s why we’ve dedicated our business to helping others succeed.

We are a full-service heavy-duty truck dealership, offering new truck sales, parts, service, and body shop work. What started out as a family-owned business all the way back in 1987 has now grown to a group of companies with dealerships and a major manufacturing division in 3 main cities in Northern Alberta.

We believe in building relationships with our customers and getting to know their unique needs. We’re big on communication, keeping our customers and co-workers in the loop every step of the way. And finally, we give a damn. We want our customers to know we care about them and their truck, every step of the way.

WSN Group of Companies believes in hiring and retaining the best by offering a positive open work environment, Competitive Compensation, Full Benefits including RRSP/TFSA Matching. Opportunities for career development. Fun and inclusive culture

This position will be the Project and administrative support to the group of companies. The project coordination will be approx. 40% and the administrative responsibilities will be approx. 60% for this role.

This position is multi-skilled and will be responsible for providing administrative support to the CEO and Management Team. Executing project related activities for small and/or portions of larger projects/initiatives to ensure the goals and objectives are accomplished within set parameters.

This position will work closely with teams across the group of companies. This is a role that supports end user competency and optimal use of consistent and standardized approaches across several areas and locations.

**RESPONSIBILITIES**:
**Project Coordination Accountabilities**:

- Organizes activities, prioritizes, assigns work, and ensures delivery according to established Western Star North standards and timelines.
- Prepares and presents reports, project briefings and status updates.
- Leads the creation of project updates, data gathering and analysis, and builds updated reports using industry standard software.
- Develop project plans using standardized tools and techniques.
- Working with project teams and working groups, the coordinator is assigned to lead pieces of the project/initiatives by maintaining schedules, prioritizing, monitoring and delegating work plans and assignments.
- Leads, creates, and maintains workplans, status reports, excel documents, PowerPoint presentations for the tracking of activities for projects/working groups they are leading.
- Organizes activities, prioritizes, assigns work, and ensures delivery according to established standards and timelines.
- Prepares and presents reports, project briefings and status updates.
- Acts as a resource to assist with resolving issues.
- Leads the creation of project updates, data gathering and analysis, and builds updated reports.
- Coordinates components or phase(s) of large projects from inception to design into implementation under the supervision of the project/working group lead.
- Identifies risks and issues and brings them forward to the project/working group lead.
- Monitors specific deliverables and timelines.
- Creating, presenting and disseminating Communication Plan materials

**Administrative**:

- Assists with scheduling meetings, tracking actions and next steps
- Reporting on key areas of responsibilities using various tools (Microsoft suite)
- Prepares meeting packages, disseminates to meeting participants
- Manages SharePoint requests for the group of companies - including set-up of new SharePoint subsites on the Western Star network
- Books meeting spaces both in person and virtual

Compiles and reviews data, draws conclusions and makes recommendations.
- Creates visual representation of the data and summary
- Annual/ monthly renewals for a variety of licenses, memberships, ads
- Insurance renewals/maintenance for the Group of Companies
- Registration of Fleet vehicles, AMVIC levies, and related
- Company travel and some expenses
- Facility Maintenance coordination for the Group

**QUALIFICATION &**

**EXPERIENCE REQUIREMENTS**:
Formal Education:

- Diploma or Degree in business, accounting, project management or other related discipline
- A combination of education and experience to the position

Training Requirements:

- Project Coordination, MS Office, SharePoint, ELITE certification (to be provided)

Skills and Experience Requirements:

- 2-3 years working in a professional project coordination role.
- Detail orientated, flexibility and excellent time management strategy.
- Exceptional organizational skills
- Ethical with excellent communication skills and a willingness to learn.
- Experience overseeing expenses and budget.
- Aptitude to learn