Associate Project Specialist

J.D. Irving, Limited; Dartmouth; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading company in shipbuilding is seeking an Associate Project Specialist to support project coordination and reporting efforts. The successful candidate will work closely with internal and external stakeholders, overseeing various administrative duties and maintaining project logs. This role requires proficiency in Microsoft tools and adherence to Canadian and U.S. regulations.

Qualifications

• High school diploma, certification or diploma required.
• 1-2 years of relevant work experience.
• Proficient knowledge in Microsoft Office Suite and related tools.

Responsibilities

• Coordinate and support the Ship Repair Program team initiatives.
• Maintain and publish Organizational Charts in Microsoft Visio.
• Identify and drive improvements to Program/Project processes.

Skills

Microsoft Office Suite

project planning/management tools

data management systems

intermediate or advanced skills with Microsoft 365 Suite

technology/tool learning

Education

High school diploma, certification or diploma

Tools

Microsoft Project

Sharepoint

Visio

Excel

PowerPoint

Word

Outlook

Azure DevOps

Job description

The Associate Project Specialist will provide Program/Project coordination support to the Ship Repair Program team. In addition, they will perform duties that influence team initiatives such as creating program/project reports, supporting the maintenance of program/project logs, submitting/managing requests, maintaining and distributing correspondence with the customers and identifying/driving improvements related to Program/Project processes/practices. This role will involve interacting closely with internal and external stakeholders, including Canada.

Qualifications

• High school diploma, certification or diploma required.
• 1-2 years of relevant work experience.
• Proficient to expert knowledge in Microsoft Office Suite (including Sharepoint, Visio, Excel, PowerPoint, Word, and Outlook).
• Microsoft Project, or similar project planning/management tool.
• Intermediate or advanced skills with Microsoft 365 Suite is considered an asset.
• Comfortable with learning new technology/tools required to support the Program/Project.

Due to the nature of work Irving Shipbuilding does, all successful applicants must meet requirements for the Canadian Controlled Goods Program (CGP), Canadian Government Security clearance, and U.S. International Traffic in Arms Regulations (ITAR).

Responsibilities

• As process super-user. oversee upkeep of Ship Repair processes.
• Support the creation/maintenance of Program/Project reports.
• Identify, support and/or drive improvements to Program Services processes.
• Maintaining/publishing Organizational Charts in Microsoft Visio.
• Maintaining information/data and/or information/data management systems (e.g. Sharepoint, Azure DevOps).
• Collect data to create and maintain scheduled reports.
• Ensure delivery of contract documentation within the required timeline.
• Assist with general administration, when required (Planning/conducting meetings, developing documents / presentations, capturing meeting minutes, etc.).
• Processing of access requests (SAR), ITD Ticket Requests, Sharepoint/Teams, etc.
• Support Administrative Assistants with Project related tasks, as required.
• Take calls / messages as needed.
• Maintains and distributes incoming/outgoing correspondence as required.