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HSE & Facility Management Administration and Support

Job ID: R0136761 Location: Florence, Tuscany, Italy
Regular Employment, Full time
Location: Firenze, Italy

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.

Sesto Fiorentino is the Headquarter of Thales Italia. It hosts two Domains: Ground Transportation Systems (GTS) and Security (SIX). The activity of GTS domain: Security systems, telecommunications, supervision, control & management information and signalling solutions for trains, trams and metros Regarding railway solutions, Thales is the homologated supplier of Rete Ferroviaria Italiana for Axel Counters, Tunnel Security, Energy Saving, SCADA systems and Asset Management. Italy is Thales Group’s competence centre for tramway signalling solutions. The activity of SIX domain: mission critical solutions and applications for assets and citizens security (supervision, control and information management systems) as well as cybersecurity. Thales offers solutions to protect the information systems and critical data of its civilian and military customers and helps its customers to detect and prevent cyberattacks by devising secure architectures from the design stage, overseeing these architectures and ensures that they are kept in secure working order. Italy is Thales Group’s competence centre for Airport security and operations management solutions.


Whenever critical decisions need to be made, Thales has a role to play. In all the markets we serve – defence, security, space, aerospace and ground transportation – our understanding of the Critical Decision Chain helps customers to decide and act in a timely fashion and obtain the best outcomes.

World-class technologies and the combined expertise of 61,000 employees in 56 locally based country operations make Thales a key player in assuring the security of citizens, infrastructure and nations.’

 Together. Safer. Everywhere.

JOB TITLE: HSE Administration and Support


HSE (Health, Safety, and Environment) Administration and Support works with occupational health, safety and environment specialists inside HSE organization to help prevent harm to workers, property, the environment, and the general public. HSE Admin & Support manage all the activities needed to support the proper execution of HSE activities following the ISO Management Systems Company requirements (such as training and sanitary surveillance organization, data analysis, dashboard preparation, audit follow up, database management, etc) in order to ensure to increase worker productivity by reducing absenteeism and equipment downtime, and to save money by lowering insurance premiums and workers’ compensation payments, and preventing government fines. This role is key in maintaining a strong HSE Management System.


Be the “go-to HSE process” contact point in the team, bringing competencies on company processes with strong orientation to optimization of recurrent activities and proactive approach to improve the HSE back office work practices.

The role is key to support the HSE Management System compliance and applicability through strict application of processes, data consistency, statistics, deadline monitoring, improvement of templates, Personal Protection Equipment (PPE) management, use of HSE tools to support the spreading of the “see more, say more, solve more” culture across the organization, ensuring a proper report of Safety and Environment events;

Organize sanitary surveillance check-up in accordance with regulatory requirements;

Ensure training attendance by employee in accordance with regulatory requirements;

Ensure data consistency and repository of training certificates;

Ensure purchase request and passive invoicing follow up and support budget preparation;

Support general PPE training;

Collect and aggregate data to produce periodic dashboard on HSE data;

Support internal and external audit on ISO 14001-45001-50001 standards.

Key performance Indicators against Responsibilities and Tasks:

Copying, scanning and storing documents and checking for accuracy and editing files, like contracts;

Reviewing and updating technical documents (e.g. manuals and workflows);

Create templates for future use;

Retrieve files as requested by employees and clients;

Manage the flow of documentation within the organization;

Maintain confidentiality around sensitive information and terms of agreement;

KPIs report production;

Punctuality in training/sanitary surveillance organization and reporting and audit support;

Data Consistency for HSE (quality & time compliance);

Preparation of HSE dashboard and reports as required by HSE Manager;


(Degree, Languages, Tools, years’ experience,  Soft skills….)



Administrative Assistant Degree / Document Controller Degree  (or equivalent)


Administrative Assistant Certification or Document Controller Certification


Italian native, English proficient are a must (CEFR - B2+). French would be a plus



To work autonomously and proactively

Ability to work accurately with attention to detail and to produce accurate reports and documents

Ability to work and produce required information within tight timescales

Good Interpersonal and communication skills


Document management and organization


Understanding of infrastructure and technological industry terminology and acronyms

Basic knowledge of labor and corporate law

Knowledge of Electronic Document Management Systems (EDMS)

Proficient typing and editing skills

Data organization and maintenance skills

Specific Skills

Perform through teaming

Able to organize


Care of details

Ready to learn


Good knowledge of all Microsoft word, PowerPoint, Excel, Visio, Image editing applications, familiarity with ERP systems and HSE specific tools.

YEARS OF EXPERIENCE: 1-3 proven work experience as Administration Assistant, Document Controller or similar role. First experience to be evaluated case by case

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!

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About our location

Firenze, Italy