Supply Chain Operations Specialist-MWAV

thales; Halifax; Hybrid; CAD 52,000 - 70,000; Full time

Job summary

Thales is seeking a Supply Chain Operations Specialist with a focus on Travel Coordination for the MWAV program. You will provide end-to-end travel services and ensure compliance with company policies and approvals.

The role collaborates with purchasing, logistics, and finance teams, manages bookings, invoices, and supplier communications, and supports audit-ready travel documentation across Canada operations.

Qualifications

• Experience coordinating travel options, fares, and approvals per policy.
• Coordinate itineraries and bookings for flights, lodging, and transport.
• Track invoices and ensure timely, cost-effective fulfillment.
• Collaborate with purchasing, logistics and finance teams.

Responsibilities

• Advise travelers on travel options and policy requirements.
• Book and manage flights, hotels, and ground transportation.
• Maintain records for audits and reporting.
• Monitor requisitions, orders, and supplier communications.
• Resolve travel-related issues and changes.

Skills

Travel coordination

Supplier coordination

Purchase requisitions

Order tracking

Invoice tracking

Job description

Location

Halifax - John Savage, Canada

Halifax, N.S., (John Savage) - Hybrid

Position Summary

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.

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

• 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

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 expedite 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, elevate, 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 complia