Project Operations Coordinator

Responsibilities

• As required, support the Launch of a new project by following the steps listed in the Project Initiation instruction.
• As required support 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 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 personal or medical leave.
• As required, coordinates with Project Manager for 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 traveling 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 applications 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/safe keeping of important internal project documents on the projects’ SharePoint communities. Audit the Project Data Repository periodically to ensure compliance to our Company’s Project Data Repository process.
• If needed, keep 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 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, suppor