Administrative Assistant Project Coordinator

Thales; Austin (TX); Hybrid; USD 59,000 - 103,000; Full time

Benefits offered by this job

Health insurance

Retirement plan

Paid time off

Well-being program

Job summary

Thales in Austin is seeking an Administrative Assistant Project Coordinator to support the Projects and Services team through the lifecycle of customer and internal projects. You will help ensure projects are organized, scheduled, and progressing on time, by handling administrative tasks, coordinating calendars, and preparing documents.

This role collaborates with cross-functional teams and may involve coordinating hardware orders, sales order tracking, and travel coordination for site visits.

Qualifications

• Bachelor’s degree or equivalent required.
• 2+ years of administrative, project coordination, or operational support experience.
• Strong written and verbal communication skills.
• Experience coordinating schedules and managing complex calendars.
• Proficiency with Microsoft Office applications; Oracle and Confluence preferred.

Responsibilities

• Enter and process a regular volume of Sales Orders and monitor status through delivery completion.
• Support multiple projects and priorities simultaneously in a fast-paced environment.
• Coordinate with leadership and internal teams to support scheduling, priorities, and project-related needs.
• Attend meetings and workshops and provide administrative support, including meeting notes and action-item tracking.
• Prepare, edit, and maintain presentations, reports, and communications.

Skills

Organizational skills

Calendar management

MS Office

Communication skills

Team collaboration

Education

Bachelor’s degree or equivalent

Tools

Oracle

Confluence

Microsoft Office

Job description

Location

Austin, United States of America

Thales people architect identity management and data protection solutions at the heart of digital security. Business and governments rely on us to bring trust to the billions of digital interactions they have with people. Our technologies and services help banks exchange funds, people cross borders, energy become smarter and much more. More than 30,000 organizations already rely on us to verify the identities of people and things, grant access to digital services, analyze vast quantities of information and encrypt data to make the connected world more secure.

Position Summary

Austin, Hybrid or Onsite

Thales is looking for an Administrative Assistant Project Coordinator who will play a key role in supporting the Projects and Services team throughout the lifecycle of customer and internal projects. Working closely with internal teams and customers, you will help ensure projects are organized, properly coordinated, and progressing according to schedule. Responsibilities include both general administrative tasks, coordinating schedules, as well as tracking project activities, preparing and editing documents, monitoring project progress, and helping ensure required resources, materials, and equipment are available to support timely project execution. This role also supports communication and coordination across teams and assists with Sales Order tracking related to customer equipment and project needs. You will help coordinate hardware orders with our warehouses to keep the team and our customers adequately supplied as needed. The Project Coordinator reports to the Projects and Services Administration Team Manager and contributes to the overall efficiency and organization of project operations and administrative activities.

Regulatory Compliance Requirement

Must have U.S. Citizenship to obtain the post-hire Criminal Justice Information Services (CJIS) Clearance from the Federal Bureau of Investigation and must be able to obtain post-hire clearance from the Committee on Foreign Investments in the U.S. (CFIUS) and Department of Treasury.

Key Areas of Responsibility

• Enter and process a regular volume of Sales Orders and monitor status through delivery completion
• Support multiple projects and priorities simultaneously in a fast-paced environment
• Coordinate with leadership and internal teams to support scheduling, priorities, and project-related needs
• Attend meetings and workshops as requested and provide administrative support, including meeting notes, action item tracking, and coordination of follow-up activities
• Liaise with Project Managers, Customer Services and Smartwarehousing teams to place internal orders and facilitate delivery
• Prepare, edit, and maintain presentations, reports, spreadsheets, letters, and other business communications
• Manage calendars and assist with meeting scheduling and conflict resolution
• Support assigned leaders and project teams with administrative coordination activities
• Compile and organize materials for upcoming meetings and project discussions
• Support customer onsite meetings, project events, and team activities as needed
• Assist with time tracking, expense reporting, and other routine administrative processes
• Support onsite office coordination activities, including catering, meeting setup, visitor assistance, printing, and AV coordination
• Maintain electronic and paper filing systems to ensure accurate and accessible recordkeeping

Minimum Qualifications

• Bachelor’s degree in a related field or equivalent combination of education and experience
• Minimum of 2 years of related administrative, project coordination, or operational support experience
• Strong organizational skills and attention to detail in a fast-paced environment
• Ability to manage multiple tasks and deadlines effectivelyStrong written and verbal communication skills
• Experience coordinating schedules and managing complex calendars
• Ability to work collaboratively with team members and support cross-functional coordination
• Proficiency with Microsoft Office applications, including Outlook, Excel, Word, and PowerPoint
• Experience with Oracle and Confluence preferred; training will be provided

Schedule

Adhere to standard work schedule & business hours (roughly 8-5 M-F). Currently, the team works a hybrid schedule of 3 days per week at the Austin office and 2 days per week remote. Applicant must have capability to work hybrid or work in office 5 days a week as needed.

Physical Environment

Standard office work. Some lifting of shipping packages or hardware but not a regular task.

Travel

Some controlled/planned travel for this role as the Project Coordinator should visit customers and working sites to better understand general project activities. May also be required, at the direction of the team manager, to assist or lead project or team events. Expected travel would be 10% or less.

Why Join Us?

Say HI and learn more about working at Thales.

This position will require successfully completing a post-offer background check. Qualified candidates with [a] criminal history will be considered and are not automatically disqualified, consistent with federal law, state law, and local ordinances.

Thales champions inclusion and we believe diversity strengthens the fabric of our culture. Thales is an Equal Opportunity Employer, including disability/veterans.

The reference Total Target Compensation (TTC) market range for this position, inclusive of annual base salary and the variable compensation target, is between

Total Target Cash (TTC) 58,995.75 - 102,880.00 USD Annual

This reflects how companies in a similar industry and geographic region generally pay for similar jobs. This range helps the Company make pay decisions as one data point among many. Where a position falls within this range is also dependent on other factors including – but not limited to – the employee’s career path history, competencies, skills and performance, as well as the company’s annual salary budget, the customer’s program requirements, and the company’s internal equity. Thales may offer additional benefits and other compensation, depending on circumstances not related to an applicant’s status protected by local, state, or federal law.

Thales provides an extensive benefits program for all full-time employees working 30 or more hours per week and their eligible dependents, including the following:

• Elective Health, Dental, Vision, FSA/HSA, Voluntary Life and AD&D, Whole Group Life w/LTC, Critical Illness, Hospital Indemnity, Accident Insurance, Legal Plan, Identity Theft, and Pet Insurance
• Retirement Savings Plan after 30 days of employment with a company contribution and a match, and with no vesting period
• Company paid holidays and Paid Time Off
• Company provided Life Insurance, AD&D, Disability, Employee Assistance Plan, and Well-being Program