Project Coordinator

Hitachi Rail Limited; Toronto; On-site; CAD 62,000 - 93,000; Full time

Benefits offered by this job

Health, dental and vision plans

Retirement savings plan

Paid time off

Life and disability insurance

Training opportunities

Job summary

Hitachi Rail Limited is seeking an Administrative Project Coordinator to support Project Managers and teams across multiple projects in Ontario. You will schedule meetings, prepare minutes, coordinate logistics, and ensure timely reporting for department heads and customers.

The role requires post-secondary education, strong English communication, and excellent organizational skills. Proficiency with MS Office, JIRA, SAP, and SharePoint is advantageous, with opportunities for growth in

Qualifications

• Post-secondary education or equivalent required.
• Strong written and verbal English communication skills.
• Excellent organizational and time-management abilities.

Responsibilities

• Provide Administrative Support to the Project Manager(s), Director(s), and Projects Portfolio Director.
• 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.
• Arrange travel and visa arrangements for staff traveling to project sites.

Skills

Administrative skills

MS Office

English proficiency

Attention to detail

Education

Post-secondary education or equivalent

Tools

JIRA

SAP

SharePoint

Job description

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.

Job Description

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 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

Key Requirements

• 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.
• Ability to effectively interact with peers, managers, customers, and subcontractors.
• Advanced computer literacy, including MS Office (Excel, Word, Visio, PowerPoint).
• Proficiency in JIRA, SAP, and SharePoint is considered an advantage.

Preferred Qualifications

• French and/or Spanish language proficiency is an asset.
• Administration diploma is an asset.
• Experience working in project environments is an asset.
• Experience working on complex and international projects is an asset

Base Salary Range : $62,124 - $93,186

Benefits

The Company provides an extensive benefits program for all full-time employees working 24 or more hours per week and their eligible dependents, including the following:

• Health, Dental and Vision plans - 100% of premiums are company-paid
• Retirement Savings Plan with a company match
• Company paid holidays - 3 weeks of vacation
• Company provided Life and accident Insurance, LTD
• Worklife programs such as Flextime and a variety of Development and Training opportunities

This posting relates to an existing vacancy. Our hiring process uses both human and technology‑assisted (AI) tools to support candidate screening and assessment. All results are reviewed by people, and all hiring decisions are made by people.

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.