Project Coordinator (Travel)

Location

Halifax - Wilkinson, Canada

Position Summary

Thales has a vacancy for a Project Coordinator (Travel) who will be involved in all aspects of employee and subcontractor travel for the project, ensuring end-to-end tracking, approval, and compliance. Acting as the central point of contact, you will oversee the travel process, travel requests, travel expense claims, and invoice reconciliation. In addition, you will provide comprehensive project coordination support to ensure the effective and efficient delivery of program objectives.

Regulatory Compliance Requirement

This position requires direct or indirect access to hardware, software or technical information controlled under the Canadian Export Control List and/or the U.S. Export Administration Regulations (EAR). All applicants must be eligible or able to obtain authorization for such access.

Key Areas of Responsibility

• Track and maintain all submission, approval, and documentation for all Travel Approval Requests (TARs) and Travel Plan Approvals.
• Track all travel arrangements (domestic/international) for employees and subcontractors.
• Review travel requests for contract and government policy compliance before approval.
• Serve as main contact for all travel-related employee, subcontractor and management queries and approvals.
• Review parked list for travel invoices and match to TARs.
• Reconcile subcontractor travel invoices for accuracy and contract compliance and resolve discrepancies.
• Prepare invoice or expense claim and supporting backup for delivery to Canada.
• Audit and reconcile employee travel expense reports.
• Add approved travel to Claim.
• Prepare travel expenditure reports for management and customer.
• Deliver training on travel request procedures and compliance internally and externally.
• Provide project coordination (planning, execution, communication, monitoring, resolution, documentation) as required.
• Review travel budgets against approved TARs and communicate variances to the customer.
• Document and maintain the end-to-end process for travel.
• Maintain employee/subcontractor travel expense template and invoicing instructions.

Minimum Qualifications

Diploma in Business Administration or equivalent.

• Minimum of two to five years of demonstrated experience in the last ten years in a similar role.
• Strong oral and written communication abilities, including the preparation of reports and documentation.
• Experience in stakeholder engagement with both internal and external parties.
• Ability to manage and control project records and documentation.
• Proficiency in Microsoft Word, Excel, SharePoint, PowerPoint and JIRA.

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

• Experience working with an ERP system is an asset.
• Experience working within a financial environment is an asset.

Special Position Requirements

Schedule: 40 hours per week / 5 days per week.

Physical Environment: Hybrid role - onsite and remote working.

Travel: Minimal travel required.

What We Offer

Thales provides an extensive benefits program for all full-time employees working 24 or more hours per week and their eligible dependents, including:

• Company-paid extended health, dental, HSA, life, AD&D, short-term disability, cancer care program, travel insurance, Employee Assistance Plan and well-being program.
• Retirement savings plans (RRSP, DCPP, TFSA) with a company contribution and a match to a DCPP, with no vesting period.
• Company-paid holidays, vacation days, and paid sick leave.
• Voluntary life, AD&D, critical illness, long-term disability.
• Employee discounts on home, auto, and gym membership.

The reference Total Target Compensation (TTC) market range for this position, inclusive of annual base salary and the variable compensation target, is Total Target Cash 50,000.00 - 65,000 CDN Annual.

Why Join Us?

Say hi and learn more about working at Thales (video available).

Use of AI in Recruitment

We use artificial intelligence-enabled tools as part of our recruitment process to support activities such as candidate discovery, résumé matching, and interview scheduling. These tools may help screen and assess applications and recommend potential matches based on the requirements within the job description. All hiring decisions, including candidate evaluation, selection, and disposition, are made by human recruiters. Artificial intelligence does not make hiring decisions on our behalf.

Thales is an equal opportunity employer which values diversity and inclusivity in the workplace and 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; accommodation information will be treated as confidential and used only to provide an accessible candidate experience.

This position requires access to information or items 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 NATO Secret clearance.