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

Under the direction and support of the PMO Manager Lead, the Project Coordinator (Travel) will be responsible to:

• 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 backup for delivery to Canada.
• Audit/reconcile employee travel expense reports and 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 templates 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 company contribution and DCPP match, 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.

Compensation

The reference Total Target Compensation (TTC) market range for this position, inclusive of annual base salary and the variable compensation target, is between Total Target Cash 50,000.00 - 65,000 CDN Annual. This range is one data point among many considered for pay decisions.

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.

Security and Export Controls

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 U.S. International Traffic in Arms Regulations (ITAR) and/or the U.S. Export Administration Regulations (EAR). All applicants must be eligible or able to obtain authorization for such access, including eligibility for the Canadian Controlled Goods Program and the ability to obtain a Canadian NATO Secret clearance.