Job Description

:
Job Title: Project Coordinator
Job Duration: 6+ Months
Pay range: 22-24 CAD per hour
Work Type: Onsite (Toronto, ON, M3B 0A4)
Overview/Responsibilities:

• Provide administrative support to the Project Manager(s)/Director(s) and the Projects Portfolio Director:

• As required, support the Launch of a new project by following the steps listed in the Project Initiation instruction.
• 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. * Plan, organize and setup of meetings and meeting rooms, catering arrangements for meetings when required.

• Maintain an out of office record for staff travelling to site, on vacation or out of the office for personal or medical

reasons etc. * As required, coordinates 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, ...):

• Arrange for visitor badges, wireless internet access, and update the visitor's log.
• Make travel arrangements (visa arrangements, if required) for staff travelling to the project sites
• 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.)
• Assist other client's entities to acquire access to client's applications, e.g. Livelink, Clearquest, Shared

Palma, SharePoint, DOORs/Polarion, Citrix account, WebCloud, etc. * As required, support the shipment of documents and items

• Support project team building activities, farewell cards, .. and, in case of large events, coordinate with the Event

Coordinator/Specialty Admin.

• Support the Project's Data Management activities:
• 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. * As required, proof-read, and edit documents

• 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. * If needed, keep OBS/Project Org chart up to date.

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

• Support the Project's Documentation Management activities:
• As required, prepare and update Contract Data Requirements List (CDRL)/Milestones charts & other graphs and
• metrics for monthly presentation report (OPS). Keep the CDRL up to date at all times
• Coordinate and track project deliverables and actions to ensure on-time delivery.
• 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:
• 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

• Provides support or act as backup to other Project Coordinators, as needed
• 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.
• Keep project-specific processes description/guidelines up to date to facilitate support from other Project Coordinators

and/or facilitate handovers. Key Requirements: Skills, Experience, Education, Technical/Specialized Knowledge, Certifications, Language

• Post-secondary education or equivalent
• French speaking mandatory. Good level of English desirable.
• 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:

• Administration diploma is an asset.
• Experience in project environments is an asset.
• Experience in complex and international projects is an asset.

Skills Required