Project Coordinator (Travel)

Thales • Halifax, NS

2d • CA$50,000 - CA$65,000 • Hybrid

About The Position

Thales has a vacancy for a Project Coordinator (Travel), who will be involved in all aspects of employee and subcontractor travel for the project, ensuring end to end tracking, approval, and compliance. Acting as the central point of contact, you will oversee the travel process, travel requests, travel expense claims, and invoice reconciliation. In addition, you will provide comprehensive project coordination support to ensure the effective and efficient delivery of program objectives. This position requires direct or indirect access to hardware, software or technical information controlled under the Canadian Export Control List and/or the US the Export Administration Regulations (EAR). All applicants must be eligible or able to obtain authorization for such access.

Requirements

• Diploma in Business Administration or equivalent.
• Minimum of two to five years of demonstrated experience in the last ten years in a similar role.
• Strong oral and written communication abilities, including the preparation of reports and documentation.
• Experience in stakeholder engagement with both internal and external parties.
• Ability to manage and control project records and documentation.
• Proficiency in using Microsoft Word, Excel, SharePoint, PowerPoint and JIRA.
• All applicants must be able to obtain a Canadian NATO Secret clearance and meet the eligibility requirements outlined in the Canadian Controlled Goods Registration Program.
• This position requires direct or indirect access to hardware, software or technical information controlled under the Canadian Export Control List, the Canadian Controlled Goods Program, the Canadian Industrial Security Program, the US International Traffic in Arms Regulations (ITAR) and/or the US Export Administration Regulations (EAR). All applicants must be eligible or able to obtain authorization for such access including eligibility to the Canadian Controlled Goods Program and able to obtain a Canadian NATO Secret clearance.

Nice To Haves

• Experience working with an ERP system is an asset
• Experience working within a financial environment is an asset

Responsibilities

• Track and maintain all submission, approval, and documentation for all Travel Approval Requests (TARs) and Travel Plan Approvals.
• Track all travel arrangements (domestic/international) for employees/subcontractors.
• Review travel requests for contract and government policy compliance before approval.
• Serve as main contact for all travel-related employee/subcontractor/management queries and approvals.
• Review Parked List for travel invoices and match to TARs.
• Reconcile subcontractor travel invoices for accuracy and contract compliance and resolve discrepancies.
• Prepare invoice or expense claim and backup for delivery to Canada.
• Audit/reconcile employee travel expense reports.
• Add approved travel to Claim.
• Prepare travel expenditure reports for management and customer.
• Deliver training on travel request procedures and compliance internally and externally.
• Provide project coordination (planning, execution, communication, monitoring, resolution, documentation) as required.
• Review travel budgets against approved TARs and communicate variances to the customer.
• Document and maintain the end to end process for travel.
• Maintain employee/subcontractor travel expense template and invoicing instructions.

Benefits

• Company paid Extended Health, Dental, HSA, Life, AD&D, Short-term Disability, Cancer Care Program, travel insurance, Employee Assistance Plan and Well-Being program.
• Retirement Savings Plans (RRSP, DCPP, TFSA) with a company contribution and a match to a DCPP, with no vesting period.
• Company paid holidays, vacation days, and paid sick leave.
• Voluntary Life, AD&D, Critical Illness, Long-Term Disability.
• Employee Discounts on home, auto, and gym membership.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree