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Project Coordinator
- Toronto, ON, Canada
Base Salary Range : $62,124 - $93,186 · Full-time
This opening has closed.
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Job details
- Pay
- Base Salary Range : $62,124 - $93,186
- Job type
- Full-time
- Closing date
- Posting language
- English
- Posted
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Archived listing. The details below describe a past opening.
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.
Job Description:
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 Projects Portfolio Director
The Company provides an extensive benefits program for all full-time employees working 24 or more hours per week and their eligible dependents, including the following:
Our hiring process uses both human and technology‑assisted (AI) tools to support candidate screening and assessment. All results are reviewed by people, and all hiring decisions are made by people.
Thank you for your interest in Hitachi Rail. If your application is of interest, we will be in contact. Please do not hesitate to discover more about us and our latest jobs at https://www.hitachirail.com/careers.
At Hitachi Rail, there is a place for everyone. We welcome and value differences in background, age, gender, sexuality, family status, disability, race, nationality, ethnicity, religion, and world view. It is our commitment to create an inclusive environment - we are proud to be an equal opportunity employer.
We would be delighted if you would be one of our followers at https://www.linkedin.com/company/hitachirail
Apply Now
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.
Job Description:
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 Projects Portfolio Director
- Support the launch of new projects by following Project Initiation instructions.
- Schedule project meetings, prepare agendas, attend meetings, record attendance, take minutes, maintain action item logs, and distribute meeting minutes.
- Plan, organize, and coordinate meeting logistics, including room bookings and catering arrangements.
- Maintain out-of-office records for project staff.
- Coordinate preparation and timely completion of weekly and monthly reports for department heads and customers.
- Arrange visitor badges, wireless access, and maintain visitor logs.
- Coordinate travel and visa arrangements for staff travelling to project sites.
- Raise purchase requisitions (PRs), IRFs, PPRs, and RMAs, and process accounts payable invoices.
- Assist users in obtaining access to company applications and systems.
- Support shipment of project documents and equipment.
- Coordinate project team building activities, celebrations, and events.
- Maintain correspondence tracking logs for incoming and outgoing communications.
- Monitor customer communications and follow up on pending responses.
- Proofread and edit project documents.
- Support document archival and records management in project SharePoint repositories.
- Audit project data repositories to ensure compliance with company processes.
- Maintain organizational charts and project team information.
- Keep project-related records and SharePoint communities updated.
- Prepare and maintain Contract Data Requirements Lists (CDRLs), milestone charts, metrics, and project graphs.
- Coordinate and track project deliverables and action items to ensure timely completion.
- Manage submission of contractual deliverables through customer portals and systems.
- Assist Project Managers in preparing Project Progress Reviews.
- Support collection of project inputs and follow-up of action plans.
- Provide backup support for other Project Coordinators as required.
- Arrange backup coverage and SAP charge code assignments during absences.
- Maintain up-to-date project processes, guidelines, and handover documentation to facilitate continuity and knowledge transfer
- Post-secondary education or equivalent.
- Fluent in English, both written and spoken.
- Ability to work independently with minimal supervision.
- Strong administrative skills with a high level of accuracy and attention to detail.
- Strong organizational skills with the ability to manage multiple priorities.
- Excellent written and verbal communication skills.
- Excellent interpersonal skills.
- Ability to effectively interact with peers, managers, customers, and subcontractors.
- Advanced computer literacy, including MS Office (Excel, Word, Visio, PowerPoint).
- Proficiency in JIRA, SAP, and SharePoint is considered an advantage.
- French and/or Spanish language proficiency is an asset.
- Administration diploma is an asset.
- Experience working in project environments is an asset.
- Experience working on complex and international projects is an asset
The Company provides an extensive benefits program for all full-time employees working 24 or more hours per week and their eligible dependents, including the following:
- Health, Dental and Vision plans - 100% of premiums are company-paid
- Retirement Savings Plan with a company match
- Company paid holidays - 3 weeks of vacation
- Company provided Life and accident Insurance, LTD
- Worklife programs such as Flextime and a variety of Development and Training opportunities
Our hiring process uses both human and technology‑assisted (AI) tools to support candidate screening and assessment. All results are reviewed by people, and all hiring decisions are made by people.
Thank you for your interest in Hitachi Rail. If your application is of interest, we will be in contact. Please do not hesitate to discover more about us and our latest jobs at https://www.hitachirail.com/careers.
At Hitachi Rail, there is a place for everyone. We welcome and value differences in background, age, gender, sexuality, family status, disability, race, nationality, ethnicity, religion, and world view. It is our commitment to create an inclusive environment - we are proud to be an equal opportunity employer.
We would be delighted if you would be one of our followers at https://www.linkedin.com/company/hitachirail
Apply Now
More about this job
Responsibilities
Provide administrative, logistical, documentation, and reporting support to project managers and project teams, including coordinating meetings, travel, purchasing, communications, and project records. Track project deliverables and action items, support project reviews and reporting, and maintain processes and handover materials to ensure business continuity.
Requirements
Requires post-secondary education or equivalent, fluency in written and spoken English, strong administrative and organizational skills, attention to detail, and effective communication and interpersonal abilities. Advanced MS Office skills are required; JIRA, SAP, and SharePoint proficiency, project experience, an administration diploma, and French or Spanish are assets.
Skills
- Administrative Support
- Project Coordination
- Meeting Coordination
- Report Preparation
- Travel And Visa Coordination
- Purchase Requisitions
- Accounts Payable Processing
- Document Management
- Records Management
- Project Reporting
- Microsoft Office
- Excel
- Word
- Visio
- PowerPoint
Benefits
- Health Insurance
- Dental Insurance
- Vision Insurance
- Retirement Savings Plan With Company Match
- Paid Holidays
- Three Weeks Of Vacation
- Life Insurance
- Accident Insurance
- Long-Term Disability Insurance
- Flexible Work Schedule
- Development And Training Opportunities
Visa sponsorship
Not detected in the job text
Categories
- Administrative
- Transportation
- Management & Leadership
- Logistics
Keywords
- Project Coordination
- Project Administration
- Project Initiation
- Meeting Minutes
- Action Item Logs
- Weekly And Monthly Reporting
- Travel Coordination
- Visa Arrangements
- Purchase Requisitions
- Accounts Payable
- Project Data Management
- Correspondence Tracking
- Document Archival
- Records Management
- SharePoint
- Project Deliverables
- Customer Portals
- Project Progress Reviews
- Business Continuity
- MS Office
- Excel
- Word
- Visio
- PowerPoint
- JIRA
- SAP
- Rail Transportation
- International Projects