Cambridge Administrative Assistant

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Date: 23-Jun-2022

Location: Cambridge, ON, Canada

Company: Alstom


Leading societies to a low carbon future, Alstom develops and markets mobility solutions that provide the sustainable foundations for the future of transportation. Our product portfolio ranges from high-speed trains, metros, monorail, and trams to integrated systems, customised services, infrastructure, signalling and digital mobility solutions. Joining us means joining a caring, responsible, and innovative company where more than 70,000 people lead the way to greener and smarter mobility, worldwide 


With increasing activities in Canada to meet growing demand for sustainable transportation, Alstom seeks motivated administrative assistant candidates for its test facility at Cambridge who will help us leverage our expertise and apply it locally. We have the energy and spirit of a start-up with the foundations of a multinational, world-class corporation that encourages collaboration, entrepreneurship, creativity, and respect for the environment.


Purpose of the Job

  • Under the direction of the Factory Testing Manager, performs managerial work to assist the project team in the administration and coordination of all activities related to the Alstom Cambridge facility and field
  • Provides daily administrative support to the project management team on any specific subject linked to the Testing activities, this may include management of user database, procurement of supplies, managing events and calendars; managing the facility, making travel bookings, meeting and event arrangements including cost claims; preparing reports and  data analysis; Training other support staff; etc. 
  • This opportunity requires the chosen candidate to work locally at the Cambridge facility with very limited scope of working remotely


Main Responsibilities

  1. Office administration and Team Support
  • Use computer word processing, spreadsheet, and database software to prepare reports, memos, and KPIs.
  • General administrative support (phone, email, photocopy, filing etc.)
  • Update and ensure the accuracy of the organization’s databases and repositories.
  • Administration support for the procurement process
  • Administration support to maintain the competency management system and process
  • Prepare meeting agendas and supporting material for distribution.
  • Ensure time keeping of all personnel at the facility using existing tools and processes
  • Manage a vacation tracker for the personnel at the facility.
  • Raise any issues related to the process and suggested changes or opportunities of improvement in order to reduce risk and improve performance.
  • Ensure roll out of proper training and communication through the process implementation, incl. respective documentation and records.
  • Assisting with onboarding/induction of new team members
  • Performs other key office activities as instructed by the Factory Manager


  1. Project Coordination
  • Support warehouse management team to ensure proper inventory management of all deliveries and request for spares as and when needed.
  • Tracking and keeping records of local inventory and spare parts
  • Creating problem reports and internal RMAs for defective parts discovered during testing
  • Maintaining records of tools/test equipment and ensuring all test equipment calibration is maintained up to date
  • Ensure adequate PPE is procured and maintaied in stock
  • Arranging, Tracking, and keeping records of team training
  • Assisting with procurement of tools and supplies as required by the project
  • Assist with other project coordination activities as deemed necessary

Experience and Qualifications

  • Cert IV or Diploma in Administration / Human Resources/Project Coordinator
  • Typically, 2-3 years of relevant experience
  • Reporting Skills, Administrative Writing Skills, Microsoft Office Skills,
  • Managing Processes, Organization, Analyzing Information, Professionalism, Problem Solving,
  • Good understanding of Supply Management, Inventory Control

Behavioral and Technical Skills / Competencies

  • Disciplined with attention to detail
  • Proactive 'can-do’ attitude and efficient to promptly solve issues and anticipate difficulties
  • Aptitude for self-learning and taking important notes as part of the learning/documenting process.
  • Adheres to all applicable regulations, customer rules and professional standards (including EHS)
  • Excellent Verbal and Written Communication Skills.
  • Ability to work independently and as part of a team
  • Excellent time management skills
  • Strong interpersonal skills and team-spirit
  • Quality rather than quantity service
  • Reactivity-ability to organize priorities based on deadlines


Alstom is the leading company in the mobility sector, solving the most interesting challenges for tomorrow’s mobility. That’s why we value inquisitive and innovative people who are passionate about working together to reinvent mobility, making it smarter and more sustainable. Day after day, we are building an agile, inclusive and responsible culture, where a diverse group of people are offered opportunities to learn, grow and advance in their careers, with options across functions and geographic locations. Are you ready to join a truly international community of great people on a challenging journey with a tangible impact and purpose?  


Equal opportunity statement:
Alstom is an equal opportunity employer committed to creating an inclusive working environment where all our employees are encouraged to reach their full potential, and individual differences are valued and respected.  All qualified applicants are considered for employment without regard to race, colour, religion, gender, sexual orientation, gender identity, age, national origin, disability status, or any other characteristic protected by local law. 




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