Bilingual Project Coordinator - Toronto, Canada - Thales

Thales

Verified Company

Toronto, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Location:
Toronto, Canada

Thales people architect solutions that support 85 million mainline and suburban passenger journeys, worldwide, every day.

Our Rail Signalling and Communication systems are used on metro lines across major cities, and 72,000 kms of route, 52,000 trains per day in 16 countries are controlled by our Traffic Management Systems.

Together We deployed the first-ever nationwide ticketing system which processes over 50 million ticketing transactions in 100 cities daily.

We are looking for an Project Coordinator to work directly with our Projects team here in Toronto

You will provide administrative & operational support to the Project Managers & project team for assigned projects.

Key Accountabilities:

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 logístical 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
In case of Travel coordinator/ Specialty Admin's deficiency, make travel arrangements (visa arrangements, if required) for staff travelling to the project sites
As required, support expense reports preparation
As required, raise purchase requisitions (PR), IRFs, PPR and RMAs
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, proofread and edit documents
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 uptodate
Maintain the list of WPM names in SAP CN42N/CJ40N uptodate
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 uptodate at all times
Coordinate and track project deliverables and actions to ensure ontime delivery
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 projectspecific processes description/guidelines uptodate to facilitate support from other Project Coordinators and/or facilitate handovers

Key Requirements:

Excellent interpersonal skills and communication skills

Advanced bilingual skills

French & English
Ability to work independently with mínimal supervision
Accurate and efficient administration skills and attention to detail
Strong organizational skills and ability to balance multiple priorities
Ability to effectively interact with peers, managers, customers and subcontractors

Advanced computer literacy