PPM Administrator and Coordinator
Job
Overview
Calgary, Alberta
- Finance, HR and Administration
- Contract
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Administration and Clerical Support
• Typing - development of new documents, including use of templates / project standards and specifications
• Electronic filing - including revision management
• Edit and format existing documents, including ongoing revisions
• Attend meetings and prepare minutes of meeting - accurate recording of both technical and non-technical subject matter and details
• Synthesize meeting summaries into action logs (action, description, responsible person, completion time)
• Follow-up and expedite completion of actions - via email and in-person
o In consideration of others' conflicting priorities, and
o Find creative ways to accomplish tasks on-time, including professional and pro-active time management
• Prepare and manage calendars for:
o Team members, office events, and global events - including complex coordination amongst 7-10 remote operating centers and sites including multi-lingual challenges and varying supports and capabilities
• Coordinate tools, resources, logistics, and people, for training and workshops
o Participant tracking - attendance lists, and tracking logs
o Catering
o Set-up and take-down
o Internal office and external bookings
o Photocopying, prepare materials for attendees
Communications
• Gather, research, synthesize, and prepare draft documents from multiple sources and stakeholders, including: technical and non-technical subject matter - weekly deliverables
o e.g.
o Safety tool box topics
o PPM / cultural topics
o Quality / FPD topics
• Compose and type text - for global audience, including: multi-lingual teams, english as a second language, and preserve subject matter (both technical and non-technical)
• Research and prepare effective visual supports, including: design and draft of graphics using word suite (charts and graphs, symbols, etc.), internet sources, company files, and 3rd party sources
• Coordinate, synthesize, and prepare learning materials (small group, large group, on-line learning) in coordination with subject matter experts
• Support the completion, changes, and outputs of the PPM communications plan, including concepts / programs / tactics
• Gather, synthesize, and compose: newsletter, intranet, and project report articles and content
• Transpose and synthesize voluminous information into easy to understand, and fit-for-purpose communications, considering a global audience
Special projects and Cultural initiatives - Across project globally
• Assist in design and development of special projects - including: concepts, research, proposals, reports, and tracking
• Coordinate and provide support for special projects and delivery, amongst multiple departments (IT, External Affairs, Communications, Project Disciplines, etc)
• Participate in committees - facilitate and coordinate actions, completions, amongst team-members globally
• Support and administer Fluor programs and projects
• Support and administer project programs
• Support all ad hoc requests for PPM team (globally)
Qualifications
• Confidentiality with all matters
• Technology - intermediate to advanced levels
o Administer and manage databases and project electronic systems (excel, word, powerpoint, SAP, Coreworx, Lotus Notes, Community/Connections pages) - training provided
• Flexible, adaptable, patient - especially with ongoing changes, and conflicting priorities, and with a smile
• Creative, yet understands deadlines and is completion focused
• Both a team player during development work, and can work independently to deliver the required outputs
• Very detail oriented
• Strong problem-solving, resourceful, proactive, and supportive
We thank all applicants for their interest; however only those who work in Canada will be considered for this position and only those selected for interviews will be contacted. TRS is an equal opportunity company.
TRS Staffing Solutions (Canada) Inc. specializes in supplying engineers, designers, project managers, and other technical and professional services to a broad spectrum of industries worldwide.
To apply for this position, please send your word formatted resume to wesley.stephens@trsstaffing.com.
We are an equal opportunity employer. All qualified individuals will receive consideration for employment without regard to race; color; age; sex; sexual orientation; gender identity; religion; national origin; disability; veteran status; genetic information; or any other criteria protected by governing law.
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