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Hitachi

Project Coordinator

Toronto, ON, Canada
(RSBU) Toronto, Canada

Pay: Base Salary Range : $62,124 - $93,186
Job type: Full-time
Posting language: English
Posted: Oct 2, 2026

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Original job description

Location:

Toronto, Ontario, Canada

Job ID:

R0146367

Date Posted:

2026-10-02

Company Name:

Hitachi Rail Canada Inc.

Profession (Job Category):

Administration & Facilities

Job Schedule:

Full time

Remote:

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

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.

Provide Logistical Support to the Project Team

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.

Support Project Data Management Activities

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.

Support Project Documentation Management Activities

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.

Support Project Reporting Activities

Assist Project Managers in preparing Project Progress Reviews.
Support collection of project inputs and follow-up of action plans.

Ensure Business Continuity

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

Key Requirements

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.

Preferred Qualifications

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

Base Salary Range : $62,124 - $93,186

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

This posting relates to an existing vacancy.

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

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More about this job

Responsibilities

The Project Coordinator provides administrative and operational support to project managers, including scheduling meetings, managing documentation, and coordinating logistics. They also assist with project reporting, data management, and ensuring compliance with company processes.

Requirements

Candidates must have post-secondary education and strong administrative, organizational, and communication skills. Proficiency in MS Office is required, while experience with JIRA, SAP, and SharePoint is considered an advantage.

Skills

Administrative support
Project coordination
Meeting management
Report preparation
Logistics coordination
Data management
Document control
SharePoint
SAP
JIRA
MS Office
Communication
Organizational skills
Attention to detail
Time management
Records management

Benefits

Health insurance
Dental insurance
Vision insurance
Retirement savings plan
Company match
Paid holidays
Vacation
Life insurance
Accident insurance
Long-term disability insurance
Flextime
Development and training opportunities

Visa sponsorship

Not detected in the job text

Keywords

Project Coordinator
Administrative Support
Project Management
Hitachi Rail
SharePoint
SAP
JIRA
MS Office
Project Reporting
Logistics
Records Management
Business Continuity
Compliance
Document Control
Procurement
Purchase Requisitions
Data Management
Project Initiation
Stakeholder Management

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