Project Coordinator

Toronto, ON, Canada

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

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Job Detail

  • Job Id
    JD3261967
  • Industry
    Not mentioned
  • Total Positions
    1
  • Job Type:
    Full Time
  • Salary:
    Not mentioned
  • Employment Status
    Permanent
  • Job Location
    Toronto, ON, Canada
  • Education
    Not mentioned