Sr CapEx Project Administrator

Job Responsibility:

As part of the Thermo Fisher Scientific team, you'll discover meaningful work that makes a positive impact on a global scale. Join our colleagues in bringing our Mission to life every single day to enable our customers to make the world healthier, cleaner and safer. We provide our global teams with the resources needed to achieve individual career goals while helping to take science a step beyond by developing solutions for some of the world's toughest challenges, like protecting the environment, making sure our food is safe or helping find cures for cancer.

How will you make an impact?

Provide Capital projects cost control, reporting system and documentation control for all Capital activities. Additionally, provide administrative support to Engineering, manages, and maintains Capital project filing system. This role serves as the contact person for engineering process information, coordination, compliance, and tracking.

What will you do:

Capital Administration

• Manage and maintain capital expenditure budgeting, tracking, forecasting, and reporting system:
  • Maintain and update the CapEx tracking sheets for all Capital activities.
  • Facilitate proper and timely close-out of completed capital activities.
  • Report on a monthly basis the current CapEx status for all Ontario capital activities to the leadership team of Engineering
  • Provide CAR (Capital Authorization Requests) administrative support for all One site users including maintenance of and training on the eCAR process manual.
  • Maintain and update Capital Appropriation Request authorization list within 10 working days of personnel changes.
  • Liaise with site finance representatives to ensure submission of capital reports on a monthly basis as required by Corporate Engineering
  • Track and reconcile of all Toronto Region Operations (Commercial and Pharmaceutical Development Services) of ongoing capital projects including Purchase Requisitions (PRs), Purchase Orders (POs), Packing Slips and Invoices.
  • Assist all users of the eCAR system and progresses all Capital Appropriation Requests ensuring required documents and detail are included to support timely process approval.
  • Develop and maintain the Ontario CapEx control procedure.
• Manage and maintain the capital project system for local projects ensuring that project identification matches capital plan.

Project Administration

• Assist the department with projects:
  • Support project engineers with Purchase requisition generation,
  • Develop electronic “project binders” with specific index sections and a defined format for all projects designed to maintain one e-copy for the database and one for the site,
  • Develop and maintain on-line database of all projects,
  • Assist Project Engineers with the development of a program to qualify Contractors,
  • Develop and maintain a comprehensive database of “Qualified Contractors” complete with an annual review process,
• Assist with the development of Engineering Guidelines for critical facets of the business,
  • Develop and maintain database of Engineering Guidelines,
  • Develop and maintain database of all “available” equipment at all Canadian sites,
• Maintenance of database for National Fire Protection Association (NFPA), Fire Code, Building and Electrical Codes used for the execution of local projects,
  • Provide clerical assistance for the development of standards for purchasing equipment, facility interior wall and flooring finishes, Heating Ventilation and Air Conditioning (HVAC), etc.
  • Provide clerical support for project specifications, contracts and master service agreements,
  • Liaising between Engineering group and Insurance companies for projects >$100,000,
  • Communicate and liaise with contractors as necessitates by the Engineering group.
• Provide administrative support as needed for the Engineering team:
  • Collect and record attendance records for the department, distributing meeting minutes, creating agendas, arranging meetings, catering, conferences, teleconferences, and travel arrangements.
  • Create and edit presentations.
  • Procure necessary office supplies and service support for printers and office accommodations.

Documentation and Compliance

• Organize and upkeep of all Engineering project for internal usage,
• Manage precise and accurate filing systems and arrange for off-site storage if required,
• Coordinate training sessions for the department,
• Manage employees' training records, identifying when retraining is required,
• Participate and or provide support for financial audits.

Cost Centre Administration

• Maintain, analyze, and report Engineering & Maintenance cost center budget activities on monthly basis.

How will you get here:

Education:

College diploma in a financial or technical discipline related to the role,

University degree in a financial or technical discipline related to the role an asset.

Experience:

Minimum 5 years' experience in project administration within a technical department and execution of the management of capital projects.

Equivalency:

Equivalent combinations of education, training, and relevant work experience may be considered.

Knowledge, Skills, and Abilities:

Expert proficiency in Microsoft Office applications (specifically Microsoft Project, PowerPoint, Word and, in particular, Excel). Proficiency in SAP. Mathematical aptitude and competence for working with extensive financial data, arrays, and formulas. Excellent interpersonal, communication and presentation skills. Strong organizational skills, with proven experience prioritizing work and coordinating multiple projects and daily activities simultaneously. Detail oriented with a focus on superior documentation skills and accuracy. Works well with limited supervision and takes full ownership of assigned work. Maintains a high degree of confidentiality for work assigned. Proficiency with the English Language.

Standards and Expectations:

Follow all Environmental Health & Safety Policies and Procedures. Work harmoniously with fellow team members, modelling positive team principles and partnering to meet project and departmental objectives. Carry out all duties within strict compliance to Patheon quality SOPs and Good Manufacturing Practice (GMP). Maintain workspace in a clean and orderly fashion. Actively engage in and adhere to departmental systems in order to maintain a smooth and efficient workflow (visual management, scheduling systems, etc.). Be client and patient conscious at all times. Understand Key Performance Indicators and strive to improve the performance of the team by identifying areas for system improvements and engage in problem solving. Models positive thinking and is open to change, motivating the team to adapt to shifts in priorities and new ways of working. Proactively identify areas for improvement in the execution of procedures. Communicate risks to timelines of deliverables in a proactive manner. Consistently strives to improve skills and knowledge in related fields.

Physical Requirements:

Light physical effort and fatigue. Walks, sits, or stands for limited periods. May require occasional equipment operation including keyboard equipment. Lifts light items for limited duration. Typically located in a comfortable indoor area. There may be regular exposure to mild physical discomfort from factors such as dust, fumes or odours, temperature extremes, loud noise, strong drafts, or bright lights. Use of Personal Protective equipment may be required and may include any of the following: safety glasses, safety shoes, lab coat, gloves, hair net, beard cover, safety apron, respirator on occasionally.

Our Mission is to enable our customers to make the world healthier, cleaner and safer. Watch as our colleagues explain 5 reasons to work with us. As one global team of 100,000 colleagues, we share a common set of values - Integrity, Intensity, Innovation and Involvement - working together to accelerate research, solve complex scientific challenges, drive technological innovation and support patients in need. #StartYourStory at Thermo Fisher Scientific, where diverse experiences, backgrounds and perspectives are valued.

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