Project Admin Support

Location: Maynila, Philippines

Thales is a global technology leader trusted by governments, institutions, and enterprises to tackle their most demanding challenges. From quantum applications and artificial intelligence to cybersecurity and 6G innovation, our solutions empower critical decisions rooted in human intelligence. Operating at the forefront of aerospace and space, cybersecurity and digital identity, we're driven by a mission to build a future we can all trust.

In the Philippines, Thales has been a trusted partner for over 20 years, supporting key customers across civil aviation, defence, and digital identity and security sectors. From banking and telecommunications to government services, Thales continues to provide solutions in technological advancements that bolster national security and enhance local defence capabilities.

The Project Coordinator - Philippines role is based in Manila, Philippines to support the business activities of Thales Airspace Mobility Solutions for various projects pertaining to the Communications, Navigation Surveillance / Air Traffic Management (CNS/ATM) System operated by the Civil Aviation Authority of the Philippines.

RESPONSIBILITIES:

The Project Coordinator is responsible for the following:

• Provide administrative support for multiple projects involving hardware deployment, software support services and lifecycle support.
• Data management - 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.
• Assistance with the production of regular Dashboards, Metrics, Project Status Reports, and CSR reports.
• Participation in and minute taking for, department, team, project, project review (MPR & QPR) and customer meetings.
• Prepare and/or edit meeting minutes, presentations, tables and reports.
• Assist with the co-ordination 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.
• Co-ordinate 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).
• Co-ordinate client/customer visits, including accommodation, catering, external activities, venue and equipment arrangements (as required).
• Ensuring a 'value added' approach to the department's responsibilities at all times.
• Maintaining an exceptionally strong customer focus and delivering the right items/outcomes, on time, and on budget, to tight project schedules when required.
• Ensuring 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 with the intent of preventing or minimizing accidental exposures to self, colleagues, visitors and/or the environment and to always ensure safe work practices.
• Must be a graduate of 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. Here, you'll feel empowered to bring your best self, thrive in a supportive culture, and love the work you do. Join us, and be part of a team reimagining technology to create solutions that truly make a difference – for a safer, greener, and more inclusive world.

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