Scheduling Coordinator (New Grad)

Location: Halifax - Wilkinson, Canada

In fast changing markets, customers worldwide rely on Thales. Thales is a business where brilliant people from all over the world come together to share ideas and inspire each other. In aerospace, transportation, defence, security and space, our architects design innovative solutions that make our tomorrow's possible.

The Scheduling Coordinator Associate (New Grad) is an entry-level professional development role reporting directly to the Coastal Planning Team Lead. The primary focus of this role is to assist the Ship Maintenance Lead (SML) and the broader Service Delivery team in organizing required routines, entering performance data, and developing integrated schedules for assigned Work Periods.

This role is designed to build foundational expertise in marine maintenance scheduling, data integrity, and enterprise tracking. The Scheduling Associate ensures that accurate and timely schedule reports are produced, updates real-time dashboards, and monitors system workflows to resolve data poverty between internal platforms and client tracking systems.

Key Areas of Responsibility

Schedule Coordination & Maintenance
 

• Integrated Schedule Support: Assist the scheduling team and Ship Maintenance Leads in developing, preparing, and maintaining valid, accurate project schedules in accordance with a weekly update cycle.

• Routine Scheduling: Schedule routine and preventative maintenance tasks in close coordination with active ship teams to minimize conflicts between competing tasks.

• Milestone Integration: Assist with planning functions and project structuring to ensure all required maintenance routines are accurately captured for upcoming Work Periods.

Data Management & Cross-System Alignment
 

• System Synchronization: Ensure accurate data transfer and coordination between various program management systems—such as Thales MMIS (IBM Maximo) and DRMIS (SAP)—to maintain enterprise-wide data accuracy.

• Data Reconciliation: Reconcile system-generated performance data with actual waterfront project execution through regular communication with the project team.

Reporting, Analysis & Administration
 

• Progress Reporting: Prepare and distribute regular schedule adherence charts, KPI reports, and performance updates as required by Ship Maintenance Leads and other key stakeholders.

• Performance Analysis: Carry out basic analysis of project schedule progress and identify potential variances or areas of concern.

• Risk Advisory: Proactively advise the Ship Maintenance Lead of scheduling or production conflicts that might impact critical path execution dates.

• Administrative Support: Provide general administrative support to the Service Delivery Team, including preparing meeting agendas, drafting minutes, and assisting with planning documentation.

Skills and Abilities
 

• Analytical Thinking: Demonstrated analytical and problem-solving skills with a high attention to detail.

• Organizational Skills: Strong organizational abilities with a proven capacity to balance and prioritize multiple tasks in a fast-paced environment.

• Communication: Excellent communication skills, including the ability to compile data and present clear reports to a range of audiences.

• Interpersonal Skills: Strong interpersonal skills with the ability to promote cooperation and work effectively within a cross-functional team environment.

Technical/Specialized Knowledge
 

• Computer Literacy: Strong computer literacy with proven experience utilizing Microsoft Office products, specifically Excel, Word, SharePoint, and PowerPoint.

• Scheduling Concepts: A foundational understanding of project planning and scheduling concepts (such as critical path, task logic, and durations).

Education
 

• Recent graduate with a minimum 2-year technical program diploma from a recognized technical institute, or a University Degree in Business, Project Management, Engineering, or a related discipline.

Preferred Qualifications
 

• Software Exposure: Foundational exposure to or academic knowledge of Enterprise Asset Management (EAM) systems or scheduling software is highly advantageous:

  • MS Project or Primavera P6

  • IBM Maximo

  • DRMIS (SAP Plant Maintenance)
     

• Industry Context: Previous experience or internships within a defense environment, military context, or the marine industry (shipbuilding/ship repair) is considered a strong asset.

Predominantly office based, but will also be required to work onboard Naval Vessels, or remotely (including from home).

Will be required to undertake inspections, including confined space entry, on Naval ships involving bending and twisting. Tasks may also require working at heights.

Must meet all federal government requirements to access Canadian government facilities, including Naval Dockyards

Schedule: 40 Hours per week during Core Business Hours Monday-Friday.

Physical Environment: Office or onboard Naval ships alongside in harbor, or at sea, therefore must meet all federal government requirements to access Canadian government facilities, including naval dockyards

Travel: Occasional domestic or international travel may be required, which will include access to government facilities and assets, including naval vessels

Customer Location Based or Site Visits: Required to visit shipyards and Naval Dockyards during Work Periods.

Canada

Access to Trade Controlled Hardware, Software, Technical Information

Controlled Goods Program Clearance

Security Clearance

COVID-19 Vaccine

• Requires direct or indirect access to hardware, software, technology or technical data controlled under the Canadian Export Control List, the ITAR or the EAR.

• Requires a positive Controlled Goods assessment as you will have direct access to hardware, software, technology or technical data controlled under the Canadian Controlled Goods Program.

• Required to obtain and maintain a Security Clearance at the NATO Secret Level.

Thales provides an extensive benefits program for all full-time employees working 24 or more hours per week and their eligible dependents, including the following: 

• 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.

Thales is an equal opportunity employer which values diversity and inclusivity in the workplace. Thales is committed to providing accommodations in all parts of the interview process. Applicants selected for an interview who require accommodation are asked to advise accordingly upon the invitation for an interview. We will work with you to meet your needs. All accommodation information provided will be treated as confidential and used only for the purpose of providing an accessible candidate experience.

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.