Project Coordinator

Location: Singapore, Singapore

Thales is a global technology leader trusted by governments, institutions, and enterprises to tackle their most demanding challenges. From quantum applications and artificial intelligence to cybersecurity and 6G innovation, our solutions empower critical decisions rooted in human intelligence. Operating at the forefront of aerospace and space, cybersecurity and digital identity, we’re driven by a mission to build a future we can all trust.

In Singapore, Thales has been a trusted partner since 1973, originally focused on aerospace activities in the Asia-Pacific region. With 2,000 employees across three local sites, we deliver cutting-edge solutions across aerospace (including air traffic management), defence and security, and digital identity and cybersecurity sectors. Together, we’re shaping the future by enabling customers to make pivotal decisions that safeguard communities and power progress.

The Project Coordinator provides coordination and administrative support across multiple projects under the programme.

The role supports the Programme Manager and Project Managers in maintaining effective project governance, documentation, reporting, meetings, project administration and follow-up of cross-project activities. The Project Coordinator will act as a central coordination point for common programme administrative matters and ensure that actions, submissions, records and supporting activities are tracked and completed in a timely manner.

Responsibilities:

Programme & Project Coordination

• Provide day-to-day coordination and administrative support to the Programme Manager and Project Managers across multiple projects within the programme.
• Coordinate common activities, requirements and administrative matters across projects to ensure consistency and timely completion.
• Maintain programme-level trackers covering key actions, submissions, deliverables, approvals and administrative activities.
• Follow up with respective Project Managers, workstream leads and supporting functions on outstanding actions and agreed deadlines.
• Support consolidation of information from individual projects for programme-level reporting, management reviews and governance meetings.
• Assist in coordinating project milestones, meetings, customer engagements, workshops, testing activities and other key project events.
• Highlight overdue actions, upcoming deadlines and administrative issues requiring attention to the relevant Project Manager or Programme Manager.

Meetings & Action Management

• Coordinate internal and external project and programme meetings, including scheduling, meeting room bookings and conference arrangements.
• Prepare meeting agendas in coordination with the relevant Project or Programme Manager.
• Take meeting notes and prepare Minutes of Meeting where required.
• Maintain meeting action registers and follow up with responsible action owners until closure.
• Coordinate with local Thales teams, intragroup entities, customers, partners and suppliers on meeting arrangements and follow-up actions.
• Support preparation and consolidation of materials for project reviews, management meetings and customer meetings.

Site Access, Security Clearance & Personnel Administration

• Coordinate submission and tracking of project staff, subcontractor and visitor security/site clearance requirements.
• Maintain consolidated personnel and access records across projects where required.
• Coordinate onboarding and offboarding administrative activities for project personnel.
• Support site visit arrangements and access requirements for project teams, vendors and visitors.

Procurement, Finance & Commercial Administration

• Support project procurement activities, including preparation and submission of Purchase Requisitions and follow-up with Project Managers, Procurement, Tactical Buyers and Finance.
• Track Purchase Orders, deliveries, Goods Receipt/MIGO and supporting documentation where applicable.
• Support project payment and invoicing administration, including consolidation of supporting documents and follow-up on outstanding items.
• Assist Project Managers in maintaining basic procurement, invoice and payment trackers.
• Coordinate expense claim preparation and submission where required.
• Support timesheet coordination, consolidation and submission across project teams.

Travel & Logistics

• Coordinate business travel and accommodation arrangements for project personnel where required.
• Coordinate logistics for project events, workshops, customer meetings and project activities.
• Liaise with external vendors for catering, transport and other logistical requirements.

Programme Administration

• Maintain common programme calendars, distribution lists, contact lists, project organisation information and administrative records.
• Support preparation of programme dashboards, reports and presentation materials by consolidating information provided by Project Managers and workstream leads.
• Assist in maintaining common programme templates, trackers and administrative processes across projects.
• Act as a backup for other Project Coordinators / Project Administrators when required.
• Provide administrative and coordination support to the Programme Manager, Portfolio Manager and Project Managers.
• Perform other project or programme coordination duties as reasonably required.

Requirements:

• Diploma or Degree in Business Administration, Project Management, Engineering, Information Technology or other relevant discipline.
• At least 2 to 4 years of experience in project coordination, project administration, PMO support or similar roles, preferably within a multi-project or programme environment.
• Experience supporting Project Managers and coordinating activities across multiple concurrent projects is an advantage.
• Good working knowledge of Microsoft Office applications including Word, Excel, PowerPoint, Outlook and SharePoint.
• Strong organisational skills with the ability to maintain multiple trackers, deadlines, documentation and follow-up activities concurrently.
• Able to consolidate information from different projects and stakeholders into clear reports, trackers and management updates.
• Strong attention to detail, particularly in document control, submissions, records and action tracking.
• Good interpersonal and communication skills, with the confidence to follow up with stakeholders on outstanding actions and deadlines.
• Resourceful, proactive, organised and able to work independently with minimal supervision.
• Able to prioritise competing requirements across multiple projects and work effectively under tight timelines.
• Comfortable working with Project Managers, engineering teams, customers, vendors, Procurement, Finance and other supporting functions.
• Willing to provide support outside normal working hours occasionally where required for critical project activities.

Preferred Attributes

• Prior experience working in a PMO, programme office or large systems implementation programme.
• Familiarity with project lifecycle activities such as design reviews, FAT, SIT, UAT, deployment and project close-out would be advantageous.
• Experience with SAP procurement processes, including PR/PO and MIGO, would be advantageous.
• Experience working on government, infrastructure, defence, transportation or technology projects is an advantage.

At Thales, we’re committed to fostering a workplace where respect, trust, collaboration, and passion drive everything we do. Here, you’ll feel empowered to bring your best self, thrive in a supportive culture, and love the work you do. Join us, and be part of a team reimagining technology to create solutions that truly make a difference – for a safer, greener, and more inclusive world.