Office Administrator (Pmo Administrator)

MAJOR DUTIES:
The PMO Administrator is primarily responsible to provide a support role to Project Management Office, including making travel arrangements associated with project team travel.
SPECIFIC RESPONSIBILITIES:

• Type weekly Utilization and PSM meeting action item lists and distribute
• Organize monthly department communication meeting.
• Maintain departmental vacation planners (Project Management & Scheduling).
• Prepare office space and order office supplies for new departmental employees.
• Support Auditing department & ISO compliance as required
• Maintain departmental procedures within PMO SharePoint site and BQMS
• Help with meeting logistics (rooms arranged, catering requests etc…) which includes any off-site meetings.
• Send out Project Launch meeting requests
• Send out customer satisfaction surveys upon project completion
• Maintain project/job list for all active and closed jobs and post to Share Point site
• Perform other duties as assigned
• Scheduling and managing appointments and conference room calendars through Microsoft Outlook
• Set up Jira sites for Projects as requested
• Administrate travel and immigration requirements for project related travel
• Send out Project Kick-off meeting requests.
• Assist project management in the preparation, updating and distribution of action lists, of minutes of meetings and other project related documentation according to departmental procedures.
• Circulate approved Change Orders, Machine Release for Shipment forms, Final Machine Acceptance forms and Post Project Review forms to appropriate distribution lists.
• Prepare and update presentations, reports and spreadsheets for Director of Project Management as required
• Assist other department staff as required and all other administrative duties relating to operations.

Qualifications
Education:
Completion of secondary school, a college diploma or degree in Business Administration.
Experience:

• The ideal candidate must be proficient in using Microsoft Office software products, specifically MS PowerPoint, Excel and Word.
• Previous experience and/or exposure to general accounting and booking travel would be considered an asset.
• The ideal candidate will have strong interpersonal skills, thrive in a fast-paced environment and operate with considerable independence. It is critical that this individual be resourceful, adapt when required, shift priorities and seek solutions when faced with ambiguity
• The incumbent will have a minimum of 5 years of experience in an administration capacity.