Manager, Publications and Coordinators

About Us

A career at Hitachi Rail will help create a legacy. With operations in every corner of the world, our work goes to the cutting-edge of digital transformation and technology. From the multi-cultural strength of our global organisation to the sustainable and innovative ways we work to bring people together, there's something for everyone to get stuck into. And that's where you come in.

Location: Toronto, Ontario, Canada (Hybrid)

Primary Responsibility: The incumbent will monitor & supervise a team of Project Administrative Assistants / Project Coordinators and Publications specialists. They will create a Performance Driven organization and Culture, assess, measure and reward accountability and efficiency, and ensure SMART objectives are set. Managers will engage in all elements of the HR Cycle including Talent Review, Succession Planning, and Professional Development Discussions within their teams.

Key Accountabilities:

1. As a Manager of both Project Administrative Assistants / Project Coordinators and Publications specialists, the main duties are:
   1. Analyze the Labor Forecast Report (LFR) and make recommendations regarding headcounts/resources.
   2. Manage team development, performance reviews, coaching, and mentoring.
   3. Manage project assignments/allocation and prioritize as needed.
   4. Find synergies and propose optimizations for efficient collaboration.
2. For Project Administrative Assistants / Project Coordinators:
   1. Work with the Manager of Administrative Assistants to share best practices.
   2. Review LFR and manage project assignments considering portfolio organization.
   3. Provide feedback to project managers & planners regarding discrepancies on Primavera.
   4. Collect feedback from stakeholders on Project Coordinators' performance.
   5. Support the team in obtaining charge codes, if needed.
   6. Ensure policies and procedures are communicated and tools are used properly.
   7. Secure backup support from other Project Coordinators before going on leave.
   8. Ensure project-specific guidelines are up-to-date.
   9. Propose recommendations for Data Management & Documentation Management practices.
   10. Act as the main point of contact for Project Coordinators & Data/Documentation Management issues.
3. For Publications specialists:
   1. Coordinate project teams to meet document publishing deadlines.
   2. Manage the Publications team workload and delegate tasks.
   3. Troubleshoot documentation-related processes to minimize delays.
   4. Approve timesheets and arrange charge codes.
   5. Contribute to work package management activities.
   6. Provide accurate estimates for Publications work.
   7. Create/maintain training materials and train new staff.
   8. Coordinate staff access to documentation library.
   9. Create and maintain a supportive team environment.
   10. Coordinate publishing and archiving of technical documents.
   11. Create and maintain Project Work Packages Agreements.
   12. Implement and maintain documentation process flows.
   13. Manage archiving processes with Iron Mountain.
   14. Support proper Documentation Management practices aligned with contractual requirements.

Key Requirements:

• Post-secondary education or equivalent.
• Fluency in English is required.
• 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.
• Excellent interpersonal skills with strong written and verbal communication skills.
• Ability to interact effectively with peers, managers, customers, and subcontractors.
• Advanced computer literacy - MS Office (Excel, Word, Visio, PowerPoint).
• Proficiency in JIRA, SharePoint, MS Teams, and Primavera 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.
• A good command of French is preferred.

Thank you for your interest in Hitachi Rail. If your application is of interest, we will be in contact. Please do not hesitate to discover more about us and our latest jobs at Hitachi Rail Careers.

At Hitachi Rail, there is a place for everyone. We welcome and value differences in background, age, gender, sexuality, family status, disability, race, nationality, ethnicity, religion, and world view. It is our commitment to create an inclusive environment - we are proud to be an equal opportunity employer.

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