Project Coordinator, Maintenance Centres Modernization

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.

Reporting to the Facility Infrastructure Program Manager, the Coordinator’s primary responsibility will be to provide administrative support to the Maintenance Centers Modernization (MCM) team and it’s management members. The Project Coordinator will support contract administration and delivery support for the infrastructure program throughout design, construction, commissioning, handover, and warranty activities across a large national infrastructure portfolio. The ideal candidate will have a strong foundation in executive support, a proactive attitude and the ability to manage constantly shifting priorities in a fast-paced and dynamic environment. Responsibilities include collection, reviewing, and tracking of technical documentation, closeout packages, and project deliverables.

Responsibilities Review and Coordinate Financial Controls.

• Support the process of financial management, including budget control, forecasting, change management, cash flow, and payments.
• Verify invoices, quotations, and supporting documentation for completeness, accuracy, and alignment with contract terms, purchase orders, and approved project budgets.
• Track invoice approvals, payment status, and cost commitments while maintaining financial records and supporting monthly reporting activities.
• Support vendor management including contract and scope management, schedule control, and procurement processes.
• Liaise with contractors, vendors, procurement, and finance teams to resolve discrepancies, obtain required documentation, and ensure timely processing of financial transactions.

Manage Technical Deliverables

• Coordinate collection, review, and tracking of technical documentation, project deliverables, design submittals and closeout packages.
• Maintain design submittal systems and ensure records are current, accurate, and accessible.
• Track submissions, revisions, approvals, rejections, and project milestones.
• Conduct the prioritization, distribution and follow-up of incoming correspondence, maintaining consistent communication with the involved parties.
• Maintain project records, correspondence logs, action trackers, and implementation documentation.

Coordinate Contractors, Consultants, Stakeholders & Meetings.

• Support communication and coordination between contractors, consultants, operational stakeholders, and project teams.
• Organize meetings; prepare agendas, attend meetings, take minutes and ensure follow-up on action items.
• Ensure technical information and documentation is communicated effectively to all project participants.

Coordinate Team and Project-Related Events

• Coordinate stakeholder workshops, project site tours, and milestone events across multiple project teams, contractors, consultants, and stakeholders.
• Manage event communications, invitations, agendas, presentations, and follow-up actions to ensure participants are informed and objectives are achieved.
• Track event budgets, vendor requirements, and associated administrative activities while maintaining accurate records and supporting post-event reporting.
• Support the inter-provincial matrix Team on other administrative and project tasks as required.

What We Are Looking For

• 1-5 years supporting capital infrastructure programs within active rail and transit environments.
• A degree in an appropriate field is required.
• Experience supporting infrastructure activities within active operational environments.
• Bilingualism (English and French) is an asset.
• Proficient in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Knowledge of deliverable management, and project reporting processes.
• Strong organizational, coordination, and administration skills.
• Ability to work effectively with contractors, consultants, operational stakeholders, and project teams
• Superior verbal and written communication skills.
• Detail oriented, ability to easily multi-task, prioritize and execute multiple concurrent activities with diligence and attention to detail.
• Maintains professionalism and discretion when handling confidential information.
• Strong problem-solving and critical-thinking skills with the ability to identify risks, evaluate options, and recommend practical solutions.

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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oin our 3,000 other employees in helping provide Canadians with a safe, accessible, environmentally sustainable way to travel!