Administration Specialist

Administration Specialist at Virtual Instruments summary :

The Administration Specialist at Thales in Virginia Beach manages diverse administrative and operational tasks including facilities management, scheduling, shipping, and logistics to support organizational goals. This role requires independent judgment, coordinating complex travel plans, expense reporting, and overseeing inventory and shipment inspections to ensure compliance and efficiency. The specialist also leads warehouse process training and maintains a safe work environment while supporting cross-functional delivery projects.

Location : Virginia、 美利坚合众国 Thales people architect solutions at the heart of the defence-security continuum. Interoperable and secure information and telecommunications systems for defence, security, and civil operators, are based upon innovative use of radiocommunications, networks, and cybersecurity. We are ground breaking new digital technologies such as 4G mobile communications, cryptography, cloud computing and big data for use in physical protection systems, and critical information systems.

Administration Specialist

Virginia Beach, Virginia- Onsite

Position Summary

The Administration Specialist leads the execution of a wide-ranging administrative-related and operational responsibilities across GetSAT USA, Facilitates the organization of activities, internal and external links, the flow of information and performance administrative tasks, as well as (mainly) facilities management, scheduling, shipping, and logistics.  Under general supervision, this position acts independently and creatively and a large degree of independent judgement.  Assignments may involve work of a complex nature, which require discretion, tact, and diplomacy.  Due to the visibility of the position, the individual needs to work well with all levels of company staff, as well as executives and support in customer and partner organizations.

Key Areas of Responsibility

Administration :

Lead in providing administrative support and coordination with a number of activities, including facilities management, scheduling, shipping, and logistics.

Calendar management of active calendars, which involves resolving multiple conflicts (calendar management may include management of some personal appointments that may conflict with business related meetings).

Coordinate and arrange complex travel plans (domestic and international), creating itineraries and agendas.

May be asked to provide support to create and / or edit presentations, reports, spreadsheets, letters and other communications as needed.

Create and submit expense reports, as well as monitor reports submitted by the GetSAT team.

Proactively compile any materials for upcoming meetings.

Logistics :

Leads and coordinate the logistic process for all materials and subsidizes to multiple cross-functional delivery projects across our organization with understanding of revenue goals.

Coordinate the planning, organization and executing the shipping and transportation of goods for our entity. Maintain operational plans to support customer shipments and production needs (will involve working out of ordinary time shift

subsidizes to multiple cross-functional delivery projects across our organization with understanding of revenue goals

Assist in stock management within the organization, promoting processes to control, manage and optimize business stock, with dedicated metrics and KPIs.

Shipping, Inspection & Receiving :

Lead the activity for inspecting products and work packages received from suppliers and / or subcontractors to ensure compliance with contractual commitments and relevant procedures.

Responsible for training team members, as needed, on warehouse processes such as receiving, shipping, inventory management, and parts pulling.

Maintain and promote a safe work environment for all employees.

Minimum Qualifications

High School diploma or equivalent.

Minimum of 2 years of relevant work experience in logistics, administrative support and / or supply chain.

Proven knowledge of Inventory and computer inventory management systems

Proven experience in being proactive, well-organized, and capable of efficiently prioritizing tasks.

Working knowledge of Microsoft Word, Excel & Outlook

Demonstrated experience with WAWF, AES Direct, UPS / FedEx software’s

Excellent verbal and written communication skills

Ability to manage flexible workloads, multitask and work effectively under time constraints.

The ideal candidate will have 5 years of experience in logistics, administrative support and / or supply chain.

If you’re excited about working with Thales, but not meeting the requirements for this position, we encourage you to join our Talent Community!

Why Join Us?

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This position will require successfully completing a post-offer background check. Qualified candidates with criminal history will be considered and are not automatically disqualified, consistent with applicable federal law, state law (the California Fair Chance Act), and local ordinances (San Francisco Fair Chance Ordinance, City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance, and Los Angeles County’s Fair Chance Ordinance for Employers).

We are an equal opportunity employer, including disability and veteran status. All qualified applicants will receive consideration for employment without regard to sex, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.

If you need an accommodation or assistance in order to apply for a position with Thales, please contact us at .

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) 75,547.00 - 134,196.00 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.

(For Internal candidate, if you need more information, please reach out to your HR Shared Service, 1st Point)

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

Keywords :

administration specialist, logistics coordination, facilities management, inventory management, scheduling, shipping and receiving, warehouse operations, expense reporting, travel coordination, supply chain support