Content Administrative Assistant

Thales • Irvine, CA

29d • Onsite

About The Position

Thales is looking for a Content Administrative Assistant to assist with the planning and implementation of projects that support the Content Operations Department. The primary role is to support, assist and communicate to all involved parties the status of incoming and outgoing media files, metadata, and related deliverables that are sent to the Media Department for the purpose of integration and packaging content for distribution to airline customers, at the direction of the Lead. In this role, you will also directly support of the Content Operations team and its goals for on-time delivery and quality of content produced, which will involve assisting in coordination between the Content Service Providers (CSP’s), Media Managers, the post-production facilities/labs, and airlines. The Assistant must also master input of data into spreadsheets and other company documents in order to communicate KPIs to department executives.

Requirements

• Database entry of files received at Thales.
• Ability to set-up existing database that needs update (Access Database).
• Send, at monthly intervals, receipt notification to Airlines, CSP’s, Media Managers, and Lab Technicians. This requires regular correspondence via phone and e-mails to all involved parties.
• Recording of incoming USB & RHD drive receipts as well as airline assignments per the Media Managers and Program Management. This also requires communications of the need for airline hard drives, damaged hard drives, and the need to order more to ensure the monthly deliverables.
• Packaging and paperwork preparation for monthly FedEx shipments as well as the outgoing correspondence to airlines, Media Managers, CSP’s, and Thales FSE’s.
• Administrative duties such as airline file folder organization, done monthly in preparation for next monthly cycle.
• Provide data entry support for the Media Technicians within the DCMS, as needed.
• Applicants must be legally authorized to work in the United States for any employer at the time of hire.
• This position is not eligible for visa sponsorship or for assuming sponsorship of an employment visa now or in the future.

Responsibilities

• Assist with managing of all incoming digital media files from the post-production facilities/labs and the airline Grids for the monthly content production activities consisting of 60 (and growing customer base) airlines.
• A high level of customer service and account management is required via a timely and proactive approach in all communications with customers, CSP’s, post-production facilities/labs, and airlines.
• Report daily the status of incoming deliverables
• Work closely and communicate daily with the Administrator – Lead, department executives and Content Integrators
• Maintain and track the daily incoming and multiple revision airline Grids.
• Daily tracking of receipts of MPEG, MP3 and other file formats received.
• Regular downloading and inventory check-in of files to the server from SmartJog is required
• Database entry of files received at Thales.
• Ability to set-up existing database that needs update (Access Database).
• Send, at monthly intervals, receipt notification to Airlines, CSP’s, Media Managers, and Lab Technicians. This requires a regular correspondence via phone and e-mails to all involved parties
• Recording of incoming USB & RHD drive receipts as well as airline assignment per the Media Managers and Program Management. This also requires communications of the need for airline hard drives, damaged hard drives, and the need to order more to ensure the monthly deliverables.
• Packaging and paperwork preparation for monthly FedEx shipments as well as the outgoing correspondence to airlines, Media Managers, CSP’s, and Thales FSE’s
• Administrative duties such as airline file folder organization, done monthly in preparation for next monthly cycle
• Provide data entry support for the Media Technicians within the DCMS, as needed.

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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 1,001-5,000 employees