Description

Under the supervision of the Head of Project and Operations Support (GDI), the incumbent provides administrative support to project and operations teams, ensures compliance with project management rules and processes, and works closely with multidisciplinary project teams, operations teams, and managers in the Asset Management and Port Logistics Vice-Presidency (*GDI, *LP, and *SST).

Provide administrative support for projects and operations
 
  • Draft and prepare various reports, presentations, minutes, summaries, memos, agendas, and correspondence, reviewing them for language and formatting, and coordinate the translation of various documents;
  • Process and collate data (workforce capitalization, highlights, event reports, budget forecasts, achievement reports, OHS reports and indicators, etc.), KPIs, dashboards, snow removal workforce, and SharePoint entries;
  • Support the Project Planner and Controller and project managers in performing administrative tasks related to project planning and monitoring in order to structure scheduling and optimize the project life cycle.
  • Write processes, procedures, and task support tools.
  • Keep vacation schedules and various service lists up to date;
  • Create and/or modify various requests (*DA, *DPI, etc.) and follow up on them;
  • Follow up on *DUV, *DAT, *BC, and lockout sheets;
  • Print, scan, and file various documents, plans, and maps.
*PO = Purchase Order; *CAP = Capital Asset Project; *ROC = Request for Track Use; *WPA = Work Permit Application; *PO = Purchase Order; IHM = Infrastructure Management; PL = Port Logistics; OHS = Occupational Health and Safety


Act as the person responsible for tracking change requests.
  • Support site stakeholders in documenting required change requests;
  • Provide support to project managers in justifying change requests;
  • Follow up on change requests and ensure that everything complies with established standards and processes;
  • Maintain constant contact with finance, strategic procurement, and other departments to ensure follow-up and compliance with established procedures.

Provide support at all stages of project implementation
  • Coordinate collaboration with project stakeholders;
  • Support professionals in all stages of a project's progress: (follow up on the project sheet checklist, open new project files, assign them a number and record them in the various IT systems used by the departments, ensure that the project status is updated in the IT systems, ensure that plans, quotes, stage estimates, attributes, final plans, asset database, all project documentation, etc.);
  • Follow up on payment requests, funding requests, requests for proposals, and authorizations to be obtained for services;
  • Coordinate the settlement of claims in support of the Project Planner and Controller;
  • Act as a point of contact with the contractor to answer questions regarding administrative issues;
  • Document and file project records at all stages: from initiation to closure (plans, specifications, and stage estimates to final plans, site logs, memos, correspondence, photos, videos, etc.);
  • Follow up on warranties and insurance and work with the Strategic Procurement Department to ensure compliance with contractual documents;
  • Oversee the collection and creation of end-of-project documents;
  • Support professionals in preparing project reviews and post-mortems;
  • Keep documentation of project activities up to date;
  • Perform administrative follow-ups related to projects (costs, contingencies, invoice payments, claims);
  • Support the Project Planner and Controller in developing approaches, methods, and processes that lead to effective project management;
  • Prevent future claims by closely supervising the general terms and conditions of contracts and monitoring the coordination of contractual documents.

Participate in the continuous improvement of processes related to your position and/or department, as needed.

Perform any other related tasks.

Replace the service agent and/or rail operations attendant as needed during their absences, leave, vacations, etc.

Qualifications
  • College diploma (DEC) in administrative techniques or a related field.
  • 7 to 10 years of relevant experience.
  • Proficiency in Microsoft Office.
  • Excellent written and spoken French and English.
  • Organized and able to manage time effectively.
  • Good judgment.
  • Team player.
  • Knowledge of SAP and electronic document management and process mapping systems is an asset.