Project Administrator

Location: Singapore, Singapore

Thales people architect solutions at the heart of the defence-security continuum. Interoperable and secure information and telecommunications systems for defence, security, and civil operators, are based upon innovative use of radiocommunications, networks, and cybersecurity. We are ground breaking new digital technologies such as 4G mobile communications, cryptography, cloud computing and big data for use in physical protection systems, and critical information systems.

Thales established its presence in Singapore in 1973 to support the expansion of aerospace-related activities in the Asia-Pacific region. Throughout the last four decades, the company grew from strength to strength and is today involved in the primary businesses of Aerospace (including Air Traffic Management), Defence & Security, Ground Transportation and Digital Identity & Security. Thales today employs over 2,100 people in Singapore across all its business areas.

Responsibilities:

• Controls all project documentation incoming and outgoing
• Archive and/or retrieve all project documentation (hard/softcopy) in project repositories
• Submit project documentation to customer and collects acknowledgement
• Post the documentation into the SharePoint established by the customer
• Coordinate issuance of design documents and other deliverables with engineering team.
• Prepare transmittal documents for all incoming/outgoing correspondence
• Maintain project logs including project submittals, transmittals, memos, MoM, etc.
• Provide general administrative support for project.
• Organize and maintain project files, filing system and project communications.
• Provide data entry for projects.
• Prepare submission, consolidate & manage project staffs’ or visitors’ clearance.
• Takes note and prepares meeting minutes for internal and external meeting (optional – subject to project needs)
• Liaise with Thales intragroup(s) to track and close project meeting action items
• Book meeting rooms & schedule meetings or conference calls
• Coordinate with external vendors on business meals catering
• Travel & accommodation management
• Expenses claims preparation and submission
• Timesheet preparation and submission
• Procurement support for Project Team (preparation of PR, follows up approval with Project Manager/Tactical Buyer/Finance, and submission of PR, MIGO processing)
• Various support actions for the project (PowerPoint presentation preparation, Word and Excel files creation, etc.)
• Back-up for other project admin team members where necessary
• Coordinating with onshore/offshore team (if applicable)
• Secretarial Support to Project Manager & Head, Projects/PMO
• Any other project support required by Project Manager

Requirements:

• Possess minimum Diploma in any relevant discipline
• At least 3 years secretarial / admin experience, preferably working on projects
• Knowledge of basic Microsoft Office tools (Word, Excel, PowerPoint, Outlook)
• Assertive, resourceful, independent, positive team spirit and able to handle tight deadlines from demanding projects
• Able to work with minimum guidance & prioritize tasks
• Able to start work immediately will be an added advantage
• Able to work overtime for urgent tasks when required
• Good communication skills in both verbal and written

At Thales we provide CAREERS and not only jobs. With Thales employing 80,000 employees in 68 countries our mobility policy enables thousands of employees each year to develop their careers at home and abroad, in their existing areas of expertise or by branching out into new fields. Together we believe that embracing flexibility is a smarter way of working. Great journeys start here, apply now!