Position: Project Coordinator
Location: Toronto, ON – On-Site
Duration: 12 months
We at Raise are hiring a Project Coordinator for one of our top clients. After establishing themselves as an industry leader, they’re now expanding their team to meet rising demand.
We’re hiring right now; if you’re interested, apply below for your chance to join a great place to work
Position Summary
- 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 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 meetings and meeting rooms, catering arrangements for meetings when required;
- Maintain an out of office record for staff travelling to site, or absent for other personal reasons
- As required, coordinate 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 approved entities to acquire access to client applications, e.g. Livelink, Clearquest, SharePalma, SharePoint, DOORs/Polarion, Citrix account, WebCloud, etc.
- Asrequired, support the shipmenotf documents and items
- Support project team building activities, celebrations, and coordinate with the Event Coordinator for large events
Support the Project's Data Management activities:
- Maintain an updated correspondence tracking log for incoming and outgoing correspondence; Follow upt he flow of
- communications with customers, whatis replied, what is not.
- As required, proof-read and editdocuments
- 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 listof 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 supportor act as backup to other Project Coordinators, as needed
- Secure backup support from other Project Coordinators before going on leave and ensure relevaSnAtP 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:
- Post-secondary education or equivalent
- Fluent English speaking and writing
- 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
- French and/or Spanish language proficiency is an asset
- Administration diploma is an asset.
- Experience in project environments is an asset.
- Experience in complex and international projects is an asset.
Looking for meaningful work? We can help!
Raise is an established hiring firm with over 65 years of experience. We believe strongly in making the world a better place through work, which is why we’re a certified B Corporation and donate 10% of our profits to charity.
We strive to build teams that reflect the diversity of the communities we work in. We encourage all qualified applicants to apply, including people from traditionally underrepresented groups such as women, visible minorities, Indigenous peoples, people identifying as LGBTQ2SI, veterans, and people with visible/nonvisible disabilities.
We have a dedicated webpage for accommodations where you can learn more about what we offer, and request accommodation: https://raise.jobs/accommodations/
In order to submit candidates for roles, our clients will sometimes require personal information to confirm the identity of applicants and their legal status to work. Raise will never ask you for personal or banking information unless you have been selected for a job. If you are ever unsure about the legitimacy of this or another job posting by Raise (or have any other questions), please contact us at +1 800-567-9675 or hello@raiserecruiting.com
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