Supply Chain Operations Specialist-MWAV

Thales Canada; Halifax, Quebec; Hybrid; CAD 45,000 - 55,000; Full time

Benefits offered by this job

Hybrid work arrangement

Extensive benefits program

Job summary

Thales Canada seeks a Supply Chain Operations Specialist with a Travel Coordination focus to manage end-to-end travel services and procurement activities for the MWAV program. You will collaborate with purchasing, logistics and finance teams to ensure compliant, cost-effective fulfillment of material and service needs.

Engage in travel planning, order management, and supplier coordination while maintaining records for audits and Canada compliance.

Qualifications

• 2-year diploma in Administrative/Financial/Procurement field.
• Five years of demonstrated experience in the last 10 years in related Administrative/Financial/Procurement field.
• Proven experience in Travel coordination, supply chain operations, financial/accounting, order management.
• Strong organizational skills and attention to detail.
• Proficiency in SAP and MS Office Suite, Concur.

Responsibilities

• Provide end-to-end travel planning and coordination services for the MWAV program.
• Monitor purchase requests, track orders, and oversee invoice processing.
• Coordinate with internal teams and external vendors to ensure timely fulfillment.
• Maintain records for audits and reporting; support supplier communications and issue resolution.

Skills

Travel coordination

Supply chain operations

Financial accounting

Order management

Education

2-year diploma in Administrative/Financial/Procurement

Tools

SAP

MS Office Suite

Concur

Job description

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 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 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.

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.