Project Coordinator

Project Operations Coordinator

Aversan Inc. (www.aversan.com) is a trusted multi-service engineering and electronics manufacturing company. Aversan delivers leading-edge and reliable safety-critical electronics and software systems to the aerospace, defence, and space industries.

We are currently seeking a qualified Project Operations Coordinator to join our team. The successful candidate will perform a variety of tasks related to established systems or new projects of low to medium complexity. This person will be providing administrative & operational support to the Project Managers & project team for assigned projects

Location: San Francisco, CA

Job Type: Contract- 6 months

Working Arrangement: Onsite

Responsibilities

• As required, support the Launch of a new project by following the steps listed in the Project Initiation instruction.
• As required support the day-to-day office services for Hitachi Rail San Francisco (temporary office) location. The position will be the main administrative point of contact to coordinate with other Hitachi Rail offices.
• Coordinate documentation control activities with customers and project managers.
• As required, schedule project meetings, prepare agendas, attend weekly meetings, record attendance, take minutes and action items, update the master action item log and distribute minutes.
• Plan, organize and setup of meetings and meeting rooms, catering arrangements for meetings when required.
• Maintain an out-of-office record for staff travelling to site, on vacation or on personal or medical leave.
• As required, coordinates with Project Manager for the preparation and timely completion of weekly/monthly reports to Department Heads and customers.
• Arrange for visitor badges, wireless internet access, and update the visitor’s log.
• Make travel arrangements (visa arrangements, if required) for staff travelling to the project sites.
• As required, raise purchase requisition (PR), IRF, PPR and RMAs & process accounts payable invoices in a timely manner (e.g., catering expenses, visa application expenses, etc.)
• Assist Hitachi Rail entities to acquire access to Hitachi applications, e.g. Livelink, Clearquest, Shared Palma, SharePoint, DOORs/ Polarion, Citrix account, WebCloud, etc.
• As required, support the shipping and receiving of documents and items.
• Support project team building activities, events, and, in case of large events, coordinate with the Event Coordinator/Designated Admin.
• Maintain an updated correspondence tracking log for incoming and outgoing correspondence; Follow up the flow of communications with customers, what is replied, what is not.
• As required, proofread and edit documents.
• Apply the Project’s Data Management strategy by supporting the archival/safekeeping of important internal project documents on the project’s SharePoint communities. Audit the Project Data Repository periodically to ensure compliance with our Company’s Project Data Repository process.
• If needed, keep the OBS/Project Org chart up to date.
• Maintain the list of WPM names in SharePoint’s Projects Community or SAP CN42N/CJ40N.
• As required, prepare and update Contract Data Requirements List (CDRL)/Milestones charts & other graphs.
• Metrics for the monthly presentation report (OPS). Always keep the CDRL up to date.
• Coordinate and track project deliverables and actions to ensure on-time delivery.
• As required, handle the submission of Contractual deliverables to Customer either through email or through Customer-supplied tool (ex: Aconex, Asite, EDMS)
• If needed, support the Project Manager in preparing Project Progress Reviews (use of the right template, support collection of inputs, follow-up on action plan, ...)
• Provide support or act as backup to other Project Coordinators, as needed.
• Secure backup support from other Project Coordinators before going on leave and ensure relevant SAP charge codes are being assigned to those backup Project Coordinators.
• Keep project-specific processes description/guidelines up to date to facilitate support from other Project Coordinators and/or facilitate handovers.

Basic Qualifications

• Post-secondary education or equivalent.
• Fluent in English speaking and writing.
• Ability to work independently with minimal supervision.
• Accurate and efficient administration skills and attention to detail.
• Strong organisational skills and ability to balance multiple priorities.
• Strong written and verbal communication skills.
• Excellent interpersonal skills.
• Ability to effectively interact with peers, managers, customers and subcontractors.
• Advanced computer literacy- MS Office (Excel, Word, Visio, PowerPoint)
• Proficiency in JIRA, SAP and SharePoint is an advantage.
• An administration diploma is an asset.
• Experience in project environments is an asset.
• Experience in complex and international projects is an asset.
• Technical capacity and ability to easily and quickly adapt to changes in technology and technical applications.

Please note:

Interested applicants must apply directly to this link to be considered for this position: Project Operations Coordinator

The name of the file for the resume should be the applicant’s full name and the position title you are applying for. The resume format should be PDF.