Project Admin Support

2 weeks ago

Makati, Philippines Thales Full time

Project Coordinator – Philippines Thales Makati, National Capital Region, Philippines. Thales is a global technology leader trusted by governments, institutions, and enterprises to address their most demanding challenges across quantum, AI, cybersecurity, 6G and more. In the Philippines, Thales has been a trusted partner for over 20 years, supporting key customers in civil aviation, defence, digital identity, banking and telecommunications. The Project Coordinator role is based in Manila, Philippines and will support the business activities of Thales Airspace Mobility Solutions for various projects related to the Communications, Navigation Surveillance / Air Traffic Management (CNS/ATM) system operated by the Civil Aviation Authority of the Philippines. RESPONSIBILITIES Provide administrative support for multiple projects involving hardware deployment, software support services and lifecycle support. Maintain a customer records and file management system for each project including correspondence and project documents (PLM, IPESA & PIDI) in accordance with data management processes. Create and maintain the Project Data Repository for each project ensuring alignment with Chorus 2.0 requirements, the contract and the company needs as reflected in the approved PDR template. Coordinate the preparation, quality assurance, registration, and delivery (dispatch/email) of project artefacts (documents/correspondence) to customers, co‑contractors, subcontractors and suppliers in a timely and high‑quality manner. Assist with the production of regular Dashboards, Metrics, Project Status Reports, and CSR reports. Participate in and take minutes for department, team, project, project review (MPR & QPR) and customer meetings. Prepare and/or edit meeting minutes, presentations, tables and reports. Assist with the coordination of project and contract related travel arrangements (domestic and international) as required. Assist with the reconciliation of all project and contract related travel costs (domestic and international) as required. Prepare and process Purchase Requisitions and receipts for department and project procurements in the purchase order system. Coordinate business functions, including formal invitations, catering, venue and equipment arrangements. Fax, photocopy, bind and distribute documents as required (correspondence, training materials, meeting documents and other project deliverables). Coordinate client/customer visits, including accommodation, catering, external activities, venue and equipment arrangements as required. Ensure a ‘value added’ approach to the department’s responsibilities at all times. Maintain an exceptionally strong customer focus and deliver the right items/outcomes on time, and on budget, to tight project schedules when required. Ensure project databases are always maintained up to date. CHALLENGES Complexity in Air Traffic Control Systems Balancing competing priorities and workload REQUIREMENTS Experience in complying with all relevant company Health, Safety and Environmental (HSE) policies and framework and work practices. Bachelor’s degree in Business Administration or relevant course. Previous Project Administration, correspondence, Configuration Management and travel organization experience desirable. At Thales, we’re committed to fostering a workplace where respect, trust, collaboration, and passion drive everything we do. Join us and help create solutions that make a difference – for a safer, greener, and more inclusive world. #J-18808-Ljbffr

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