Location: Toronto, Ontario, Canada

Job ID: R

Date Posted:

Company Name: Hitachi Rail Canada Inc.

Profession (Job Category): Administration & Facilities

Job Schedule: Full time

Remote: No

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 multicultural strength of our global organisation to the sustainable and cutting-edge ways we work to bring people together, theres something for everyone to get stuck into. And thats 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
- Com

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