Location: Singapore, Singapore
Thales people architect solutions that are relied upon to deliver operational advantage at every decisive moment throughout the mission. Defence and armed forces customers rely on us to deliver the full range of defensive systems for land, sea, and air. From early warning, to threat neutralisation, our platforms cover all levels from very short-range systems, to extended protection across the entire battle-space including Airspace Mobility Solutions, Vehicles and Tactical Systems and Missile Defence, Optronics, and Radar.
Thales established its presence in Singapore in 1973 to support the expansion of aerospace-related activities in the Asia-Pacific region. Throughout the last four decades, the company grew from strength to strength and is today involved in the primary businesses of Aerospace (including Air Traffic Management), Defence & Security, Ground Transportation and Digital Identity & Security. Thales today employs over 2,100 people in Singapore across all its business areas.
Responsibilities:
- Provide administrative support for multiple projects.
- Data management - maintain a customer records and file management system for each project including
- correspondence and project documents (PLM), in accordance with data management processes.
- Ensure both correspondence and documents delivered to customer are right first time (quality focus) and on
- time according to agreed dates by stakeholders.
- Create and maintain the project data repository for each project ensuring alignment with Chorus 2.0
- requirements, the contract and the company needs as reflected in the approved PDR template.
- Coordinate the preparation, quality assurance, registration, and delivery (dispatch/email) of project artefacts
- (documents/correspondence) to customers, co-contractors and suppliers in a timely and high-quality manner.
- Assistance with the production of regular Dashboards, Metrics, and Project Status Reports
- Participation in and minute taking for, department, team, project, project review (MPR & QPR) and customer
- meetings.
- Prepare and/or edit meeting minutes, presentations, tables and reports.
- Assist with the co-ordination of project and contract related travel arrangements (domestic and international) as
- required.
- Assist with the reconciliation of all project and contract related travel costs (domestic and international) as
- required.
- Coordinate clearance and access pass applications for staff and subcontractors attending Customer and
- Project sites.
- Prepare and process Purchase Requisitions and receipts for department and project procurements in the
- purchase order system.
- Co-ordinate client/customer visits, including accommodation, catering, external activities, venue and equipment
- arrangements (as required).
- Co-ordinate business functions, including formal invitations, catering, venue and equipment arrangements.
- Print, photocopy, bind and distribute documents as required (correspondence, training materials,
- meeting documents and other project deliverables).
- Ensuring a 'value added' approach to the department’s responsibilities at all times.
- Maintaining an exceptionally strong customer focus and delivering the right items/outcomes, on time, and on
- budget, to tight project schedules when required.
- Ensuring project databases are maintained up-to-date at all times.
- Supporting on and off boarding of new team members.
- Managing supply of consumables (Eg. stationery, pantry, etc) with the respective suppliers.
Requirements:
- Business administration qualification or related certifications
- Experience in office administration
- Previous Project Administration, Correspondence and Configuration Management and travel organization experience is desirable
- Self-starting attitude
- Able to perform tasks through cooperation
- Stakeholders’ engagement
- Competency in Microsoft Office such as Word, Excel and PowerPoint
At Thales we provide CAREERS and not only jobs. With Thales employing 80,000 employees in 68 countries our mobility policy enables thousands of employees each year to develop their careers at home and abroad, in their existing areas of expertise or by branching out into new fields. Together we believe that embracing flexibility is a smarter way of working. Great journeys start here, apply now!
