Global Project Support Coordinator

Hitachi Automotive Systems Americas, Inc.; Toronto; On-site; CAD 61,000 - 93,000; Full time

Benefits offered by this job

Health, dental & vision plans

Retirement savings plan

3 weeks vacation

Life and disability insurance

Worklife programs

Job summary

Hitachi Rail Canada Inc. in Toronto, Ontario, is seeking an Administrative Coordinator to provide comprehensive support to Project Managers and project teams for assigned initiatives.

You will schedule meetings, prepare agendas, take minutes, manage reports and logs, coordinate travel and visas, and assist with SharePoint and document control to ensure on-time project delivery. The role requires post-secondary education, strong English skills, and excellent organizational abilities, with

Qualifications

• Post-secondary education or equivalent.
• Fluent in English, both written and spoken.
• Ability to work independently with minimal supervision.
• Strong administrative skills with a high level of accuracy and attention to detail.
• Strong organizational skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Excellent interpersonal skills.
• Advanced computer literacy, including MS Office (Excel, Word, Visio, PowerPoint).
• Proficiency in JIRA, SAP, and SharePoint is considered an advantage.

Responsibilities

• Provide Administrative Support to the Project Manager(s), Director(s), and Projects Portfolio Director.
• Support the launch of new projects by following Project Initiation instructions.
• Schedule project meetings, prepare agendas, attend meetings, record attendance, take minutes, maintain action item logs, and distribute meeting minutes.
• Plan, organize, and coordinate meeting logistics, including room bookings and catering arrangements.
• Maintain out-of-office records for project staff.
• Coordinate preparation and timely completion of weekly and monthly reports for department heads and customers.
• Provide Logistical Support to the Project Team
• Arrange visitor badges, wireless access, and maintain visitor logs.
• Coordinate travel and visa arrangements for staff travelling to project sites.
• Raise purchase requisitions (PRs), IRFs, PPRs, and RMAs, and process accounts payable invoices.
• Assist users in obtaining access to company applications and systems.
• Support shipment of project documents and equipment.
• Coordinate project team building activities, celebrations, and events.
• Support Project Data Management Activities
• Maintain correspondence tracking logs for incoming and outgoing communications.
• Monitor customer communications and follow up on pending responses.
• Proofread and edit project documents.
• Support document archival and records management in project SharePoint repositories.
• Audit project data repositories to ensure compliance with company processes.
• Maintain organizational charts and project team information.
• Keep project-related records and SharePoint communities updated.
• Support Project Documentation Management Activities
• Prepare and maintain Contract Data Requirements Lists (CDRLs), milestone charts, metrics, and project graphs.
• Coordinate and track project deliverables and action items to ensure timely completion.
• Manage submission of contractual deliverables through customer portals and systems.
• Support Project Reporting Activities
• Assist Project Managers in preparing Project Progress Reviews.
• Support collection of project inputs and follow-up of action plans.
• Ensure Business Continuity
• Provide backup support for other Project Coordinators as required.
• Arrange backup coverage and SAP charge code assignments during absences.
• Maintain up-to-date project processes, guidelines, and handover documentation to facilitate continuity and knowledge transfer

Skills

Independent work

Attention to detail

Organizational skills

Excellent communication

Interpersonal skills

Education

Post-secondary education or equivalent

Tools

MS Office

JIRA

SAP

SharePoint

Visio

PowerPoint

Job description

Hitachi Rail Canada Inc. in Toronto, Ontario, is seeking an Administrative Coordinator to provide comprehensive support to Project Managers and project teams for assigned initiatives.

You will schedule meetings, prepare agendas, take minutes, manage reports and logs, coordinate travel and visas, and assist with SharePoint and document control to ensure on-time project delivery. The role requires post-secondary education, strong English skills, and excellent organizational abilities, with