Coordinator, Project Control

 Reference Number : 639 

Status : Permanent - Full-time  

Annual Salary / Hourly Rate : 53 464 - 66 044

Number of positions to be filled : 1 

Application Deadline : 01/10/2025

Did you know that VIA Rail is carrying out ambitious projects to modernize its services and infrastructure? From our new ultramodern train fleet to ongoing improvement of our infrastructure, we’re building the future of transportation in Canada. Working for VIA Rail is being a part of a collective effort in sustainable mobility. 

The Project Control Coordinator will report directly to the Project Controls Director and serves as a key resource for senior Project Control managers, Project Managers and PCOs. In collaboration with the Center of Excellence (COE), this role will involve creating and maintaining structures to ensure rigorous follow-up and support administrative activities that align with internal governance and contractual obligations to external stakeholders and suppliers. The coordinator will provide support across multiple portfolios and major programs, enabling PCOs to effectively assist project, team, and program managers in meeting deadlines and project goals.

Responsibilities:

• Serve as the primary resource for Project Control Managers in tracking procurement activities, from requisition through to tender, contract award, POs, invoicing, and payment processes, ensuring deadlines within the project’s detailed schedule are met;
• Provide regular reports to the Project Control Director on the status of procurement activities, key performance indicators (KPIs), and progress, ensuring seamless execution of administrative tasks;
• Communicate expectations, and data requirements clearly to team members to facilitate timely and accurate information gathering;
• Collect and analyze information from various sources, maintaining and updating databases to support project control activities;
• Collaborate with senior Project Control managers and the Project Control Director to evaluate and document current processes, tools, and workflows, proposing improvements and standardization across functions;
• Offer recommendations for adapting processes and procedures to better align with evolving project needs and the changing work environment;
• Perform various ad-hoc administrative tasks, prioritizing assignments to meet the needs of the Project Controls group. Responsibilities may include supporting PCOs and planners with data mining and entry, coordinating task forces for internal improvement initiatives or the launch of new work methods, managing time-related activities within the group, taking meeting minutes, following up on action items, and preparing reports.

Requirements:

• College diploma in administration or similar fields;
• 3 to 5 years of experience in a similar position;
• Experience in project coordination and administration assistance;
• Good skills with the MS Office suite (EXCEL, VISIO & Power Point specifically);
• Good skills with Oracle E-Business Suite, Sharepoint and planning tools;
• Good writing skills both in French and English;
• Good knowledge of Power query and Power BI is an asset;
• Experience in contract administration, accounting or process analysis is an asset.

Competencies:

• Experience in tracking purchase orders / contracts and tracking and reconciling invoices;
• Excellent organizational skills and attention to detail;
• Ability to be proactive, self-motivated and autonomous;
• Ability to write clear reports and instructions;
• Easy to communicate and collaborate with others;
• Ability to adapt to changes;
• Basic knowledge in accounting and process analysis.

At VIA Rail, we are proud to be an employment-equity employer and we strive to form teams that reflect the diversity of Canadian society. We aim to remove barriers to employment accessibility and aspire to provide an inclusive and equitable work environment where everyone is valued, regardless of their identity or differences, to enable them to reach their full potential.

If you need assistance in making the recruitment process or the position you are applying for more accessible, please let us know. Alternate arrangements may be offered to individuals who request them at any stage of the recruitment process. All information received in relation to arrangements will be kept confidential.

Note that we will only contact those who are selected for an interview.

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