36496937 - Project Coordinator

Job Description

Location: North York, ON – Hybrid (2-3 days per week on-site)

Contract Duration: 12 months with a possibility of extension

Working Hours: M-F 40 hours per week

Pay Rate: $25.50/hour T4

Job Title: Project Coordinator

Position Summary:

· Provide administrative & operational support to the Project Managers & project team for assigned projects.

Key Accountabilities / Key Areas of Responsibility
Provide administrative support to the Project Manager(s)/Director(s) and the Projects Portfolio Director:

o As required, support the Launch of a new project by following the steps listed in the Project Initiation instruction.

o 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;

o Maintain an out of office record for staff travelling to site, or absent for other personal reasons

o As required, coordinate with Project Manager the preparation and timely completion of weekly and monthly reports to Department Heads and customers.

· Provide logistical support to the Project Team(s) (i.e. Project Manager, Project Engineer, Project Planner,…):

o Arrange for visitor badges, wireless internet access and update the visitor log;

o Make travel arrangements (visa arrangements, if required) for staff travelling to the project sites

o As required, raise purchase requisitions (PR), IRFs, PPR and RMAs & process accounts payable invoices in a timely manner (e.g., catering expenses, visa applications expenses, etc.)

o Assist other approved entities to acquire access to applications, e.g. Livelink, Clearquest, Shared Palma, SharePoint, DOORs/Polarion, Citrix account, WebCloud, etc.

o As required, support the shipment of documents and items

o Support project team building activities, celebrations, and coordinate with the Event Coordinator for large events

· Support the Project's Data Management activities:

o Maintain an updated correspondence tracking log for incoming and outgoing correspondence; Follow up the flow of communications with customers, what is replied, what is not.

o As required, proof-read and edit documents

o Apply the Project's Data Management strategy by supporting the archival/safe keeping of important internal project documents on the projects' SharePoint communities. Audit periodically the Project's Data Repository to ensure compliance to our Company's Project Data Repository process.

o If needed, keep OBS/Project Org chart up-to-date.

o Maintain the list of WPM names in SharePoint's Projects Community or SAP CN42N/CJ40N

· Support the Project's Documentation Management activities:

o As required, prepare and update Contract Data Requirements List (CDRL)/Milestones charts & other graphs and metrics for monthly presentation report (OPS).

o Keep the CDRL up-to-date at all times

o Coordinate and track project deliverables and actions to ensure on-time delivery;

o As required, handle the submission of Contractual deliverables to Customer either through email or through Customer-supplied tool (ex: Aconex, Asite, EDMS, …)

· Support the Project's Reporting activities

o If needed, support the Project Manager in preparing Project Progress Reviews (use of the right template, support collection of inputs, follow-up on action plan, …)

· Ensure business continuity

o Provides support or act as backup to other Project Coordinators, as needed

o 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

o Keep project-specific processes description/guidelines up-to-date to facilitate support from other Project Coordinators and/or facilitate handovers.

Key Requirements:

· Post-secondary education or equivalent

· Fluent English speaking and writing

· Ability to work independently with minimal 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,)

· Proficiency in JIRA, SAP, and SharePoint is an advantage

Preferred Qualifications:

· French and/or Spanish language proficiency is an asset

· Administration diploma is an asset

· Experience in project environments is an asset

· Experience in complex and international projects is an asset

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