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Project Admin Operation Specialist
Full time @TTC posted 7 months ago in Accounting & Regulatory Reporting , in Client Services & Operation Support , in Project Management & Business Analyst Shortlist Email JobJob Description
What You Will Do
- You will report to the Operations Manager, and you will be responsible to prepare general and confidential correspondence such as letters, memoranda etc. for Head and Project Management staff to sign.
- You will prepare coordinate and track Board Reports, Project Status and progress reports to ensure that deadlines are met.
- You will review internal and external correspondence, highlighting and bringing forward issues of importance for review.
- You will assist in the budget process by coordinating the preparation of project summary reports, project justifications, and budget schedules.
- You will act as recording secretary for project team meetings as required.
- You will coordinate and arranging meetings with staff of the TTC and external agencies and ensuring all background information is provided to the Manager.
- You will also prepare and maintaining complete and current project files using the designated document control system(s).
- You will liaise with other departments and external suppliers to obtain and exchange information regarding purchases and resolving routine inquiries.
- You will monitor, track, update non-budgeted expenditures and producing reports from information gathered.
- You will prepare proper documentation and arrangements with brokerage companies in the shipment and retrieval of parts.
- You will also prepare Monthly Mileage Allowance Forms.
- You will maintain attendance and vacation entitlement records and inputting weekly payroll and expense records.
What Skills Do You Bring
- Communicate in a variety of mediums
- Maintain documentation and historical records
- Plan and organize activities / projects to meet section and organizational goals
- Use office technology, software and applications
- Understand and apply administrative policies, processes, and procedures
What Qualifications Do You Bring
- Your education will consist of a completed post-secondary education in Office Administration, or the equivalent, combined with several years of experience in office administration.
- Your application will reveal sound knowledge of administrative concepts and practices.
- Your application will also reveal proficiency in the use of current computer software packages applicable to work performed (word processing, spreadsheets, graphic presentations, databases etc).
- You must have effective oral and written communications skills to exchange and verify information.
- You must be able to work in a team environment, and to oversee and co-ordinate work of others when assigned.
- Your application will reveal capabilities of producing high volume, quality work, meet required deadlines and have the ability to handle several responsibilities, under minimal supervision, in a dynamic demanding environment.
What We Offer
- Commitment to creating a diverse, equitable and inclusive culture that promotes a sense of belonging and represents and reflects the needs of the communities we serve.
- One of the great benefits of being a full-time TTC employee is becoming a member of the TTC defined pension plan.
- A comprehensive package that covers health, dental, vision and more.
- Support for professional development opportunities for all colleagues through a broad range of learning programs that include in-person and online training, leadership development, and support for colleagues’ well-being.