Administrative Assistant Project Coordinator
About The Position
Thales is looking for an Administrative Assistant Project Coordinator who will play a key role in supporting the Projects and Services team throughout the lifecycle of customer and internal projects. Working closely with internal teams and customers, you will help ensure projects are organized, properly coordinated, and progressing according to schedule. Responsibilities include coordinating schedules, tracking project activities, preparing and editing documents, monitoring project progress, and helping ensure required resources, materials, and equipment are available to support timely project execution. This role also supports communication and coordination across teams and assists with Sales Order tracking related to customer equipment and project needs. You will help coordinate hardware orders with our warehouses to keep the team and our customers adequately supplied as needed. The Project Coordinator reports to the Projects and Services Administration Team Manager and contributes to the overall efficiency and organization of project operations and administrative activities.
Requirements
- Bachelor’s degree in a related field or equivalent combination of education and experience
- Minimum of 2 years of related administrative, project coordination, or operational support experience
- Strong organizational skills and attention to detail in a fast-paced environment
- Ability to manage multiple tasks and deadlines effectively
- Strong written and verbal communication skills
- Experience coordinating schedules and managing complex calendars
- Ability to work collaboratively with team members and support cross-functional coordination
- Proficiency with Microsoft Office applications, including Outlook, Excel, Word, and PowerPoint
- Must have U.S. Citizenship to obtain the post-hire Criminal Justice Information Services (CJIS) Clearance from the Federal Bureau of Investigation and must be able to obtain post-hire clearance from the Committee on Foreign Investments in the U.S. (CFIUS) and Department of Treasury.
Nice To Haves
- Experience with Oracle and Confluence preferred; training will be provided
Responsibilities
- Enter and process a regular volume of Sales Orders and monitor status through delivery completion
- Support multiple projects and priorities simultaneously in a fast-paced environment
- Coordinate with leadership and internal teams to support scheduling, priorities, and project-related needs
- Attend meetings and workshops as requested and provide administrative support, including meeting notes, action item tracking, and coordination of follow-up activities
- Liaise with Project Managers, Customer Services and Smartwarehousing teams to place internal orders and facilitate delivery
- Prepare, edit, and maintain presentations, reports, spreadsheets, letters, and other business communications
- Manage calendars and assist with meeting scheduling and conflict resolution
- Support assigned leaders and project teams with administrative coordination activities
- Compile and organize materials for upcoming meetings and project discussions
- Support customer onsite meetings, project events, and team activities as needed
- Assist with time tracking, expense reporting, and other routine administrative processes
- Support onsite office coordination activities, including catering, meeting setup, visitor assistance, printing, and AV coordination
- Maintain electronic and paper filing systems to ensure accurate and accessible recordkeeping
Benefits
- Elective Health, Dental, Vision, FSA/HSA, Voluntary Life and AD&D, Whole Group Life w/LTC, Critical Illness, Hospital Indemnity, Accident Insurance, Legal Plan, Identity Theft, and Pet Insurance
- Retirement Savings Plan after 30 days of employment with a company contribution and a match, and with no vesting period
- Company paid holidays and Paid Time Off
- Company provided Life Insurance, AD&D, Disability, Employee Assistance Plan, and Well-being Program
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
