Project Coordinator

2 weeks ago

Halifax, Canada Thales Full time

Location: Halifax, 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.

**Position Summary**

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

The Project Coordinator supports the Project Manager and coordinates internal (Control Account Managers, Work Package Managers, etc) and external (Customer, suppliers, sub-contractors, partners) dedicated teams by involving sales, finance, contract management, etc.

The Project Coordinator also supports the Project Manger direct the project activities to reach completion of the project regarding its technical, industrial, financial, and customer satisfaction aspects. Such activities include but are not limited to risk and opportunity management, change management, action items, project closure, lessons learned, estimation of labour and non-labour resources.
- Within the AJISS program _, the project coordinator will support the Service Delivery Team on both Coasts and Central Finance Team, therefore, the program, with assigned activities, such as financial reviews/reporting, deliverables support, management of meetings, organization of data gathering, support program planning, scheduling, support lessons learned, support implementation of new tools and processes, and analysis of performance measures.

**Key Responsibilities**

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

- AJISS: Review/track Ship Service incoming invoices, compile cost data and copies of invoices for delivery to Central Finance Team on a monthly basis.
- AJISS: Report and track invoice observations to the appropriate Thales departments.
- AJISS: Monitor and track travel to ensure completeness and correctness in travel expense claims.
- AJISS: Support Service Delivery Team with project deliverables as needed.
- AJISS: Support management of meetings and RoDs as needed.
- AJISS: Support new systems and process implementations.
- AJISS: Support Service Delivery planning, scheduling and lessons learned as needed.
- AJISS: Support data gathering of performance measures as needed.
- Develop positive relationships with all internal and external project stakeholders, including subcontractors and customers;
- Assist Project Manager with managing project resources, equipment, space and facilities;
- Keep track of actual and projected project costs, budgets and variances;
- Support/liaise with project planner/scheduler and cost controller to coordinate accurate chargeability of project staff, and updates to project schedule (dates);
- Prepare and submit completed monthly Progress Claim Package for approval/delivery (task is assigned should the project accountant require support);
- Schedule and attend all identified meetings (internal and external), preparing agendas, minutes, and tracking action items;
- Monitor project milestone status;
- Prepare monthly reports and financial reports;
- Work with procurement to prepare requests for quote to vendors;
- Assist with contracting and subcontracting documentation and correspondence;
- Work with both internal and external tools to manage activities and workflow issues (reports, deliverables, etc.);
- Maintain and update project org charts;
- Track Deliverables to ensure their timely delivery;
- Coordinate monthly project review dashboards;
- Act as the SharePoint access facilitator;
- Assist to on-board new team members to the project;
- Prepare contractual letters, quotes and proposals to customers and monitor status of responses;
- 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;
- Work with cross functional teams such as Finance, Contracts, Procurement, and Quality on project requirements;
- Support project activities such as risk management, change management, action items, project closure, lessons learned, estimations of labour and non-labour resources (includes managing and maintaining applicable registers);
- Support the PM to control and manage requirements, establish project baseline, project structure (WBS, OBS, RAM), and work package descriptions;
- Track Return Material Authorizations (RMA) and liaise with the Shipping and Receiving department to ensure timely completion.

**Key Requirements**
- Office Administration and or Business Administration diploma or equivalent;
- Five to seven years of experience in a similar role;
- Ability to

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