Supply Chain Operations Specialist-MWAV
Halifax, N.S., (John Savage) - Hybrid
Position Summary
Thales has a vacancy for a Supply Chain Operations Specialist with a specialty in Travel Coordination who will play critical role in providing end-to-end travel services for the MWAV program and its service providers while maintaining the operational responsibilities of the supply chain. This position will support compliance with National Joint Council and Canada Approved values ensuring that travel and procurement activities are executed in line with company policies, approvals and ethical standards. They will support purchase requests, tracking orders, and oversee invoice tracking to ensure timely, accurate, and cost-effective fulfillment of material and service requirements. The specialist works closely and collaborates with purchasing, logistics, and finance teams, as well as external vendors, and our client, to guarantee smooth and compliant supply chain operations.
Regulatory Compliance Requirement
This position requires direct or indirect access to hardware, software or technical information controlled under the Canadian Export Control List and/or the US the Export Administration Regulations (EAR). All applicants must be eligible or able to obtain authorization for such access.
Key Areas of Responsibility
Travel Coordination
Responsibilities include, but not limited to, act as the primary point of contact for travel coordination and will provide comprehensive travel planning and coordination services:
- Advising travelers on preferred travel options, available fare types, and applicable travel policies and Canada approval requirements.
- Booking and managing flights, lodging, and ground transportation in accordance with Company and National Joint Council travel rules.
- Coordinating itineraries, traveler schedules, and any schedule changes required before or during travel.
- Managing reservations, modifications, and cancellations, including rebooking support and coordination of refunds/credits with suppliers where applicable.
- Ensuring timely updates to travelers and internal stakeholders regarding itinerary confirmations, changes, and any disruptions.
- Supporting compliance by ensuring that travel activity aligns with required approvals, documentation, and Company travel requirements.
- Maintaining organized records of bookings and supporting travel documentation for Canada Audit and reporting purposes.
- Resolving travel-related issues as they arise (e.g., itinerary changes, rebooking, refund coordination, and supplier coordination).
- Providing periodic reporting on travel activity and outstanding items as requested by the Company.
Supply Chain Operations
Responsibilities included, but not limited to, will perform the essential functions of a Supply Chain Operations Specialist to ensure efficient and compliant end-to-end supply chain operations:
Request Management
- Receive, review, and process internal purchase requisitions in accordance with Company policies and requirements.
- Monitor open requests for inactivity or delays, identify stale/unaddressed requests, and take corrective action.
- Redirect or escalate stale requests to the appropriate stakeholders to ensure timely resolution.
- Serve as a point of contact for internal stakeholders regarding requisition status and clarifications.
Monitoring, Redirection, and Order Tracking
- Continuously monitor purchase request and order statuses to identify items inactive beyond established timelines.
- Analyze root causes of stalled requests and coordinate with relevant teams to remove bottlenecks.
- Redirect, escalate, or reassign requests as necessary to maintain service levels and on-time fulfillment.
- Confirm PO acceptance, monitor order progress, and ensure delivery timelines are met.
- Coordinate order changes, cancellations, or amendments with suppliers and internal teams.
- Proactively track orders and shipments from placement to delivery.
- Resolve issues including late deliveries, backorders, and discrepancies in collaboration with suppliers and internal teams.
- Provide timely stakeholder updates regarding order status, potential delays, and revised delivery dates.
Invoice Tracking and Supplier Support
- Support Accounts Payable by following up with suppliers regarding outstanding or missing invoices.
- Liaise with suppliers to resolve delays and ensure timely submission of accurate invoices.
- Monitor invoice status and proactively communicate to expedite invoice validation and payment processing.
- Maintain accurate records of requests, orders, deliveries, invoice processing, and all supplier communications and escalations.
- Uphold ethical standards and ensure compliance with Thales policies in all purchasing and coordination activities.
- Support additional supply chain department needs as required.
Minimum Qualifications
- The candidate must meet the following criteria
- must have as a minimum a 2-year diploma in an Administrative, Financial or Procurement field offered by a recognized College or Institute.
- must have a minimum of five years of demonstrated experience in the last 10 years in a related Administrative, Financial or Procurement field.
- Proven experience in Travel coordination, supply chain operations, financial/accounting, order management.
- Strong organizational skills and attention to detail.
- Proficiency in supply chain management or financial/accounting software experience (SAP) and MS Office Suite, Concur.
All applicants must be able to obtain a Canadian NATO Secret clearance and meet the eligibility requirements outlined in the Canadian Controlled Goods Registration Program and ITAR.
Preferred Qualifications
- Purchasing or Financial Certification and/or 5 years of applicable experience; and
- Previous experience in the Defense Industry;
Special Position Requirements
- Role will require working from both home and office (hybrid)
- Schedule: 40 working hours per week Monday- Friday. Flexible time, however, accommodating core hours of 9am-3 pm, project needs and global/international time zones
Pay Transparency
The anticipated Total Target Compensation (TTC), inclusive of annual salary and bonus eligibility, for this role is $45,000 to 55,000 CAD Annual. The Company reserves the right to ultimately pay more or less than the posted range and offer additional benefits and other compensation, depending on circumstances not related to an applicant’s status protected by local, provincial, and federal laws.
AI
We use artificial intelligence-enabled tools as part of our recruitment process to support activities such as candidate discovery, résumé matching, and interview scheduling. These tools may help screen and assess applications and recommend potential matches based on the requirements within the job description. All hiring decisions, including candidate evaluation, selection, and disposition, are made by human recruiters. Artificial intelligence does not make hiring decisions on our behalf.
What We Offer
- 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.
Why Join Us?
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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 Enhanced Reliability security clearance.