Project Coordinator

Job title: Project Coordinator

Job description: Location: Ottawa, Canada

In fast changing markets, customers worldwide rely on Thales. Thales is a business where brilliant people from all over the world come together to share ideas and inspire each other. In aerospace, transportation, defence, security and space, our architects design innovative solutions that make our tomorrow’s possible.

For decades, Ottawa has been a global technology leader. Today, Canada’s capital holds one of the brightest and most diverse technological ecosystems in North America. Voted as Canada’s best place to live 2017 by Maclean’s, Ottawa offers a low cost of living with a high quality of life. The Thales Ottawa office has been a major supplier and long-term trusted partner to DND, enabling the Canadian Armed Forces and the Canadian Coast Guard to achieve mission success.

This is a hybrid position located in Ottawa.

Thales requires a Project Coordinator to be responsible for coordinating a range of project coordination, and financial activities on behalf of the Project . The Project Coordinator shall ensure that day-to-day activities affecting the project are carried out in an effective manner to ensure successful execution of the project.

The Project Coordinator supports the project team and works with internal (Service Delivery, Engineering, Procurement, Finance, Work Package Managers, etc) and external (Customer, Suppliers, Sub-contractors, Partners, etc) stakeholders to contribute to project success.

The project coordinator will support the project team with activities such as financial reviews/reporting, deliverables support, management and coordination of meetings, organization of data gathering, program planning and scheduling support, lessons learned support, risk and opportunity management, change management, action items, project closure, lessons learned, etc

Essential Functions / Key Areas of Responsibility

Duties, at the discretion of the Project and/or PMO Manager, may include the following:

• Support activities related to processing of billings and invoices, working closely with other functions such as Finance, Procurement, Service Delivery.
• Monitor and track travel; ensure completeness and correctness in travel expense claims.
• Support project team with project deliverables as needed.
• Support management and coordination of meetings as required.
• Support Procurement with purchase order creation.
• Support data gathering of performance measures as needed.
• Develop positive relationships with internal and external project stakeholders, such as suppliers, subcontractors and customers.
• Assist project team with managing project resources, equipment, space and facilities.
• Keep track of actual and projected project costs, budgets and variances; as required.
• Support/liaise with project planner/scheduler and cost controller to coordinate accurate chargeability of project staff.
• Support development of project reports, as needed.
• Work with procurement to prepare requests for quote to vendors.
• Assist with contracting and subcontracting documentation and correspondence.
• Work with project tools to manage activities and workflow issues (reports, deliverables, etc.).
• Work with the project Enterprise Resource Planning (ERP) tools, SAP and Isherwood, to process, and extract project data as required by the project requirements.
• Act as the SharePoint access facilitator.
• Assist in on-boarding new team members to the project.
• Support and initiate continuous improvement initiatives with the team to recommend improvements to business processes (document lifecycles, internal processes, lessons learned, etc.).
• Assist and support trade compliance requirements.

Minimum Requirements: Skills, Experience, Education, Technical/Specialized Knowledge, Certifications, Language

The successful candidate will have:

• Two year diploma in Office Administration and/or Business Administration or equivalent.
• Minimum of five years of demonstrated experience in the last ten years in a similar role.
• Ability to work independently with minimal supervision.
• Strong organizational skills and ability to balance multiple priorities.
• Strong written and verbal communication skills.
• Ability to effectively interact with both internal and external stakeholders.
• Understand project management and business processes.
• Proficiency in using Microsoft Word, Excel, PowerPoint.
• Familiarity with Enterprise Resource Planning (ERP) tools such as Isherwood /SAP is an asset.

All applicants must be able to obtain a Canadian NATO Secret clearance and meet the eligibility requirements outlined in the Canadian Controlled Goods Registration Program.

Preferred Qualifications

• Certification in Project Management or similar.

#LI-Hybrid

#LI-KL1

Thales is an equal opportunity employer which values diversity and inclusivity in the workplace. Thales is committed to providing accommodations in all parts of the interview process. Applicants selected for an interview who require accommodation are asked to advise accordingly upon the invitation for an interview. We will work with you to meet your needs. All accommodation information provided will be treated as confidential and used only for the purpose of providing an accessible candidate experience.

This position requires direct or indirect access to hardware, software or technical information controlled under the Canadian Export Control List, the Canadian Controlled Goods Program, the Canadian Industrial Security Program, the US International Traffic in Arms Regulations (ITAR) and/or the US Export Administration Regulations (EAR). All applicants must be eligible or able to obtain authorization for such access including eligibility to the Canadian Controlled Goods Program and able to obtain a Canadian Enhanced Reliability security clearance.

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