Project Administrator
Project Administrator
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Job Description
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 were driven by a mission to build a future we can all trust.
In Singapore Thales has been a trusted partner since 1973 originally focused on aerospace activities in the Asia-Pacific region. With 2000 employees across three local sites we deliver cutting-edge solutions across aerospace (including air traffic management) defence and security and digital identity and cybersecurity sectors. Together were shaping the future by enabling customers to make pivotal decisions that safeguard communities and power progress.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 2-3 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
- Can communicate well both verbally and written
At Thales were committed to fostering a workplace where respect trust collaboration and passion drive everything we do. Here youll 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.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
