Initial Provisioning Coordinator

2 weeks ago

Ottawa, Ontario, Canada Thales Full time

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.


Position Summary

This is a hybrid position in Ottawa


Thales is looking for an
Initial Provisioning Coordinator (IPC) - Administrative Support who will be responsible for providing a wide range of administrative support services to assist Program Manager(s) and project team in running of the Initial Provisioning Conferences.

The IPC shall ensure that all Initial Provisioning Conferences are scheduled, coordinated, and prepared with all the relevant documentation throughout the life of the project.


Key Areas of Responsibility

  • Schedule and coordinate all the required Initial Provisioning Conferences (IPCs).
  • Prepare, format and share with the required parties all the IPCs agenda and minutes.
  • Coordinate and track outstanding actions to ensure timely delivery;
  • Ensure resolution of any resultant action items (AI).
  • Verify that all provisioning documentation including Recommended Spare Parts List (RSPL), Provisioning Parts Breakdown (PPB), Long Lead Time Items List (LLTIL) and other like documentation are up to date and available in support of the Initial Provisioning Conference.
  • Ensure that all product technical data is available to all participants.
  • Document any special requirements associated with the procurement of spares (special packaging, etc).
  • Setup internal document reviews in Microsoft Team Foundation Server (TFS) and closely track for completion.
  • Monitor workflow process to ensure the document is reviewed, approved in a timely fashion and escalate Work Items (WI) of concern to the PM.
  • Follow company policies and processes and maintain all aspects of electronic filing systems including logging, retention, and disposal.
  • Work with both internal and external tools such as TFS, SFTP, SharePoint, Aras to manage activities and workflow issues.
  • Work closely with cross functional teams such as Finance, Contracts & Legal, Procurement, and Quality on project requirements.
  • Assist in the preparation of letters, quotes, and proposals and provide formatting support on large bids as assigned.
  • Perform other duties as assigned by the Project Manager and Administration Manager.
  • Provide backup to other Administrative staff as required and crosstrain as required.
  • Prepare for all aspects of inhouse meetings, including coordination, record of discussion and action items tracking.
  • Order catering, track details and assist with the setup/cleanup.

Minimum Requirements

  • Minimum 5 years of experience in a similar role.
  • Diploma in Office Administration or equivalent.
  • Strong organizational skills and ability to balance multiple priorities.
  • Advanced proficiency with Microsoft Word and knowledge of Excel and PowerPoint.
  • Attention to detail.
  • An interest in working in a fastpaced, demanding environment with a steep learning curve.
  • Ability to work independently.
  • Strong communication and interpersonal skills

Regulatory Compliance Requirements


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

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