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Admin Support

Thales Group

This is a Contract position in Ottawa, ON posted November 18, 2020.

Location: Ottawa, CanadaDans des marchés en rapide évolution, les clients à travers le monde font confiance à Thales. Thales est une entreprise où les personnes les plus brillantes du monde entier se regroupent pour mettre en commun leurs idées et ainsi s’inspirer mutuellement. Dans tous les secteurs où œuvre Thales, notamment l’aérospatiale, le transport, la défense, la sécurité et l’espace, nos équipes d’architectes conçoivent des solutions innovantes qui rendent demain possible dès aujourd’hui.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 billons 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.

Under the direction of the Director of Operations for DIS Canada Biometrics, the Administrative Assistant will be responsible for supporting all aspects of the organization related to support services to existing and new clients that are either under a warranty and or maintenance agreement.  They will be responsible for overseeing all aspects of invoicing and order entry for sales orders, and will assume the role of Acting/Security Officer and work with the Government of Canada Industrial Security Directorate in processing and maintaining records of security clearances for Thales Biometric Staff.

Key Responsibilities:

  • Upload Documents for new Opportunities to Customer Folders email to account Managers

  • Upload and email all Amendments to Project Managers/Account Managers

  • Maintain email responses to all query’s

  • Receive Instruction from sales to place an order for BU equipment

  • Confirm with Biometric Support Team all requirements are on order, Confirm the PO/call-up and Quote match

  • Issue new Customer Orders to CS Department for Order processing to the Fulfilment Centre

  • Enter order on Customer and Delivery Spreadsheet

  • Fallow up with supply chain/Support and Installation Team  for ETA and shortages

  • Work with support Team to make sure we have all the correct parts for Install

  • Follow up for Tracking and delivery to Customer/ Advise order delivered as so to schedule Installation

  • Arrange to have customs release through brokerage firm

  • Contact customers when their maintenance agreements are going to expire in order, to confirm the correct contact and email address, touch base to see how everything is going to be sure they are satisfied with our services. If there is an issue forward their issues to either Support to Sales for resolution

  • Prepare Hardware and software agreements send to customer for signature, once returned get authorized Thales DIS Canada Inc signature, return completed documents to customer and file in their Customer folder.

  • Prepare Manual Maintenance Quotes for Approval by sales Manager/ Request Inside Sales prepare Quote for Cogent Customers

  • Assist Sales/ BU to Send to Customer requesting PO/Call-up

  • Forward quote and PO to : Maintenance & Inside Sales Lead to process Invoice

  • Email Invoices to Customers

  • Support the Transfer from Gemalto Cogent, Gemalto Canada Accounts to Thales DIS Canada Inc./ Issue Change Company Name to all Canadian Customers/ Issue Customer Information sheets to update customer in our System./ Confirm account set up in Siebel once Verified issue to Canadian accounting to complete customer account set up

  • Packaging, Preparing shipping documents for all departments at 14 Colonnade;

  • Creating PO and IPO requisitions for all Ottawa purchasing. PO Requisitions in consideration to C1, C2, and C3 Project Codes, follow up for approvals

  • Issue PO’s to Vendors/Receive Invoices into Oracle/ file into not processed folder in NORAM Accounts payable

  • Request required proof of Identification Verification from employees

  • Confirm with HR All background checks have been completed for this employee as to complete the Checklist required by PWGSC

  • Assist employees with Security Clearances with PWGSC. (Canadian Government) Submitting the personnel security screening clearance form, Submit on line to OLISS

  • Address any issues of required Information to be cleared at a level of Reliability/Secret ll

  • Acquire employees Signatures to Acknowledgement Security Screening Certificate and Briefing form, Fie electronic copy into Cogent Security People folder/Print hardcopy for filing

  • Track and renew clearances when they are to expire.

  • Maintain Security Clearance spreadsheet, by updating current information

  • Assist Bid Project managers getting any security Requirements/Certifications/ Confirm employee Security Clearance information required, Up-load to share Drive

  • New Security Requirements have been implemented for Doing Business with The Canadian Government to include BU and Reader Contracts awarded to Thales DIS Canada Inc.

  • Confirm all Security Requirements are adhered to from the contract.

  • Reach out to Security/ IT Teams to complete and Submit completed Document Safeguarding, IT Security applications to PWGSC for approval. Answer any questions that may arise from the application.

  • Assist with all security Clearances required by Any All Customers

  • Send new registration to Vendors to register in Thales’ Portal (Supplier Data Hub) in order to set them up in Accounts Payables

  • Responsible for all Stationary Inventories

  • Board Room Organization and supplies required

  • Submit E-Reception requests

  • Cover Reception at 20 Colonnade when required

Required Skills and Experience:

  • 1 year of experience in handling Government of Canada Contracts

  • Working knowledge of processing order entries in Oracle

  • Must be comfortable responding to emails and phone calls from internal and external contacts

This position may require overtime on a limited basis to support activities related to bid submissions

Are you ready to be part a part of something big? If your skills, experience and attitude are a match and you’re looking for an exciting challenge, please apply now using the link below and we will be in touch.

Chez Thales, nous proposons des CARRIÈRES passionnantes, pas de simples emplois. Fort de ses 80 000 collaborateurs dans 68 pays, Thales a mis en place une politique de mobilité permettant, chaque année, à des milliers d’employés de faire progresser leur carrière tant dans leur domaine d’expertise que dans de nouveaux domaines de compétences, cela aussi bien dans leur pays d’origine qu’à l’étranger. Ensemble, nous pensons qu’adopter une politique de flexibilité est une manière plus actuelle de travailler. C’est ici que commence votre parcours exceptionnel, postulez sans tarder!At Thales we provide CAREERS and not only jobs. With Thales employing 80,000 employees in 68 countries our mobility policy enables thousands of employees each year to develop their careers at home and abroad, in their existing areas of expertise or by branching out into new fields. Together we believe that embracing flexibility is a smarter way of working. Great journeys start here, apply now!Thales s’engage à promouvoir un lieu de travail diversifié et inclusif pour tous. Thales s’engage à fournir des accommodements à toute les étapes du processus de recrutement. Les candidats retenus pour une entrevue qui ont besoin d’accommodement sont priés d’en informer à la suite de l’invitation pour une entrevue. Nous travaillerons avec vous pour répondre à vos besoins. Toutes les informations relatives à l’accommodement fourni seront traitées de manière confidentielle et utilisées uniquement dans le but de fournir une expérience de candidat accessible.Thales is committed to a diverse and inclusive workplace for all. 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.