Description
As Program Coordinator, you will be responsible for the administrative management and for overseeing the set of tasks related to the daily monitoring of internal and external clients. The position requires working collaboratively within the Integrated Project Team (IPT), Davie’s functional teams, and coordinating all aspects of the ferry program contract design phase to ensure project requirements are met and fully tracked within the corporate record. More specifically, you will:
- Prepare and coordinate program-related documentation, including but not limited to contract documents and agreements, contract deliverables, program procedures, change orders, site instructions and program meeting minutes.
- Develop and maintain program correspondence records. Scan and save documents in appropriate filling system.
- Develop and maintain program trackers, including but not limited to program commitments and request for proposal (RFP) responses.
- Support and attend meetings for the purpose of taking minutes (reservations, notes, actions, compilations and distributions, food and beverages, etc.).
- Support and attend work in progress meetings. Minutes and action tracking will be required.
- Support the Director, Ferry Program, as required, including but not limited to cost control, scheduling, standards, specifications, corporate policies and procedures and applicable contract legislation.
- Coordinate monthly risk review meetings using the company’s risk tracking application, M-Files.
- Set up and manage various meetings in calendars.
- Set up conference calls - telephone and video.
- Coordinate and monitor IT requests.
- Maintain Program Management Office (PMO) annual vacation calendar.
- Maintain program organization chart.
- Purchase stationery as required for the whole of the program teams.
- Coordinate flights, hotels, cars and temporary accommodations as per the corporate policy (using the MELON application).
- Record all travel expenses and ensure compliance with the corporate policy.
- Coordinate arrival of visitors, personal protective equipment (PPE) and safety training for new subcontractors.
- Provide various administrative support needs for the PMO as required.
- Make sure that internal control systems exist and that they are implemented during various stages of the project, according to the company’s standards.
- Provide data and regular reports identifying actions, decisions and deliverables needed to meet the program schedule.
- Respond to requests for support from other PMO members.
- Perform other duties as may be requested by the Program Director.
Qualifications:
- Diploma in business administration or related technical field.
- Minimum of three (3) years experience in an administrative or related position.
- Knowledge of the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Strong personal computing skills and knowledge of Davie’s IT system.
- Sense of priority, ability to work on several projects simultaneously.
- Strong problem-solving skills, experience formulating and executing action plans.
- Bilingual (French and English). Proficiency in English is required for this position, as the incumbent will be required to interact with our English-speaking clients, partners, and suppliers.
- Ability to express yourself with ease, ability to synthesize.
- Display autonomy and ability to work independently and with little direction.
