Location: Ottawa, Canada

In fast changing markets, customers worldwide rely on Thales. Thales is a business where brilliant people from all over the world come together to share ideas and inspire each other. In aerospace, transportation, defence, security and space, our architects design innovative solutions that make our tomorrow's possible.

For decades, Ottawa has been a global technology leader. Today, Canada’s capital holds one of the brightest and most diverse technological ecosystems in North America. Voted as Canada’s best place to live 2017 by Maclean's, Ottawa offers a low cost of living with a high quality of life. The Thales Ottawa office has been a major supplier and long-term trusted partner to DND, enabling the Canadian Armed Forces and the Canadian Coast Guard to achieve mission success.

Supply Chain Operations Specialist

Ottawa, ON (Chrysalis) or Halifax, NS (Wilkinson) – Hybrid

Position Summary

The Supply Chain Operations Specialist plays a critical role in ensuring the efficient operation of the end-to-end supply chain process.

This position is responsible for managing purchase requests, tracking orders, and overseeing 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, to guarantee smooth and compliant supply chain operations in order to support project goals while adhering to company policies and ethical standards.

Essential Functions

Request Management:
• Receive, review, and process internal purchase requisitions in accordance with company policies and requirements.
• Monitor open requests for inactivity or delays, proactively identify stale or unaddressed requests, and take appropriate action.
• Redirect or escalate stale requests to the appropriate stakeholders or departments to ensure timely resolution.
• Serve as a point of contact for internal stakeholders regarding requisition status and clarifications.

Monitoring and Redirection:
• Continuously monitor the status of purchase requests in the system to identify any that are inactive or pending beyond established timelines.
• Analyze the root cause of stalled requests and coordinate with relevant teams to resolve bottlenecks.
• Redirect, escalate, or reassign requests as necessary to ensure swift action and maintain service level agreements.
• Communicate with stakeholders to provide updates and facilitate efficient processing.
• Confirm PO acceptance, monitor order progress, and ensure adherence to required delivery timelines.
• Coordinate changes, cancellations, or amendments to orders with suppliers and internal teams as needed.
• Proactively track orders and shipments from placement to delivery.
• Provide timely updates to stakeholders on order status, potential delays, and expected delivery dates.
• Resolve any issues related to late deliveries, backorders, or discrepancies in collaboration with suppliers and internal parties
Invoice Tracking and Supplier Support: 
• Support the accounts payable team in following up with suppliers on outstanding or missing invoices.
• Liaise with suppliers to resolve delays and ensure timely submission of accurate invoices.
• Monitor the invoice status and proactively communicate with both internal teams and suppliers to expedite the invoice validation and payment process.
• Maintain accurate records of requests, orders, deliveries, and invoice processing, invoice communications and escalations
• Uphold ethical standards and compliance in all purchasing activities in accordance with Thales policies.
• Support all additional aspects of the supply chain department as required.

Minimum Requirements

• The candidate must meet one of the following criteria sets (a&b or c&d):
  a)    possess a high school diploma; and
  b)    possess a minimum of 5 years of demonstrated experience in the field of administration
  OR
  c)    possess a university degree in any field and possess a minimum of 1 year of demonstrated experience in a procurement and finance related activity within the last 5 years; or possess a diploma from a recognized college program in procurement, finance, economics, commerce, accounting or materiel management and possess a minimum of 18 months of demonstrated experience in a procurement and finance related activity within the last 6 years; and
  d)    possess a minimum of 1 year of demonstrated experience in a procurement and finance related activity in  the  federal  government,  either  as  a  civilian  or  military  Crown  employee  or  as  a  contractor  personnel through extensive experience dealing with the federal government.
• Proven experience in 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.
• Excellent communication skills, both verbal and written english.
• Ability to work collaboratively across multiple departments and with external suppliers.
• Problem-solving mindset and ability to manage multiple priorities in a fast-paced environment.

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

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) 49,789.66 - 86,236.18 CAD Annual

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.

Thales is an equal opportunity employer which values diversity and inclusivity in the workplace. 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.

This position requires direct or indirect access to hardware, software or technical information controlled under the Canadian Export Control List, the Canadian Controlled Goods Program, the Canadian Industrial Security Program, the US International Traffic in Arms Regulations (ITAR) and/or the US Export Administration Regulations (EAR). All applicants must be eligible or able to obtain authorization for such access including eligibility to the Canadian Controlled Goods Program and able to obtain a Canadian NATO Secret clearance.