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Project Coordinator job

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TÜV SÜD America Inc., a global leader in testing, inspection and certification has an immediate opening for a Project Coordinator based in New Brighton, MN.

Your responsibilities will include but are not limited to:

  • Support Customers in the administrative aspects of the processing and producing compliance certificates associated with all of TÜV services
  • Provide status to clients regarding project status, certificates, and reports
  • Maintain relevant company and contact information of all existing customers in PSE, CBW, Medici
  • Communicate in a courteous and effective manner with internal and external customers in all circumstances including obtaining or providing information, answering questions, and relaying messages.
  • Maintain confidentiality of customers, products, and appropriate internal information.
  • Supporting Product Managers, Engineers, and Auditors in the administrative aspects of the operations
  • Active supporting of operations for TÜV services, including the management of engagements, coordination and designation of Projects, and the assignment of Tasks to appropriate and designated resources through the use of software tools
  • Coordinate all file submissions (i.e. preparation, review, and submittal) for TÜV services and liaise effectively with the respective Certification Body.
  • Acts as the single point of contact for each assigned account and coordinates any additional resources required to support customer needs.
  • Communicates customer requirements to everyone supporting the customer to ensure commitments are accomplished to include Auditors, Project Coordinators, Account Executives, Management, and Certification Body personnel.
  • Interface with the Customer in a manner and at a frequency specified by the customer (e.g., formal quarterly, semi-annual or annual review, monthly conference calls/meetings, etc.) to review performance and resolve issues.
  • Coordinate and ensure each year’s audit activities covering the entire scope of certification and fall within the required target months to maintain their certificate validity (may include multiple sites and multiple standards)
  • Coordinate schedules of all necessary audit team members, and as required, assist with determining the scope of the audit.
  • Confirm accuracy of project resources through verification of authorized expert codes and client product scope
  • Request pertinent documentation from the client to aid in audit planning and assist technical reviewers.
  • Quote preparation for each year’s audit activities to support surveillance, recertification, and expansion audits, in accordance with established quoting guidelines, and appropriate to the planned scope of certification (e.g. sites and standards).
  • Manage several active auditing and/or assessment projects from start to finish and ensure that deliverables adhere to the client’s expectations and meet deadlines.
  • Work with Technical Experts to process change notifications requested by clients to their quality management system and products.
  • Ensure that project documentation is within compliance with the certification body and regulatory authorities.
  • Invoice and close out projects in a timely manner. Assist clients with any questions or concerns about invoices.
  • Identify resources and manage subcontracted projects from other regions that request USA auditors.
  • Maintain client accounts internally by ensuring all accurate information is up to date.
  • Establish, monitor, and measure performance metrics established independently or jointly with the customer. Report performance internally to the customer team and, as required, externally to the customer. Identifies improvement actions necessary for meeting all performance metrics.
  • Perform Project Risk management analysis to minimize, monitor, and control the probability of negative impact to customer certification validation and TÜV SÜD America.
  • Coordinate activities associated with obtaining internal and external (customer) feedback regarding the previous year’s performance. Scope of feedback may include but is not limited to audit planning, audit execution, audit reporting and closure, overall impression, etc. Information obtained through PPA will be used to improve the performance of annual audit activities.
  • Identify new business opportunities within accounts and coordinate with Sales and Marketing to promote the full range of TÜV SÜD America products and services.
  • Other duties as assigned to support the success of the Business Service Center

This job may be for you if:

  • High School or GED, relevant advanced coursework a plus
  • Minimum 2 years office experience
  • Working knowledge of Microsoft Office Suite and electronic mail
  • Accurate, clear, and timely communication of information, upward and lateral, including verbal, written, and listening skills.
  • Ability to plan and organize in a multi-tasking environment while giving attention to detail and follow-through.
  • Reliable judgment that is consistent, adaptable to unusual situations, realistic, common-sense approach to job duties and challenges
  • Motivation, initiative, commitment, self-improvement.
  • Willingness to consider other’s ideas and to work with others as part of a team.
  • Adaptable and willing to shift to other administrative duties to meet changing workloads.
  • Provides customer support to external customers regularly
  • Experienced in Project Planning & Scheduling
  • Effective Communication Skills
  • Exceptional Organizational and Time management skills
  • Strong attention to detail
  • Multi-tasking and the ability to switch tasks and return to complete them
  • Familiar with Data Analysis
  • Strives for Continual Improvement
  • Ability to tackle challenges and provide creative solutions to complex problems
  • Willingness to learn and understand the constantly evolving medical device industry
  • Willing to work with people from all over the world internally and externally
  • Ability to work independently as well as collaborate and contribute in a team setting
  • Proficiency in Microsoft applications and MS-Office
  • Ability to comprehend and communicate technical information- Must be personable and work well independently, as well as matrix environment
  • Ability to represent TÜV SÜD in a positive manner to customers- Advanced analytical knowledge of data
  • Conducting big data analysis
  • Business process modeling — enterprise to department level
  • Process-oriented with great documentation skills
  • Analytical and problem-solving skills
  • Ability to set and meet deadlines
  • Ability to work in high-pressure situations
  • Excellent attention to detail
  • Good communication skills
  • Skills in problem-solving, Multitasking
  • Ability to plan and organize work
  • Teamwork
  • Ability to work in an intercultural environment
  • Common sense and pragmatism
  • Good spoken and written English

Equal Opportunity Employer – Disability and Veteran

TÜV SÜD America, Inc. is an equal opportunity, affirmative action employer and considers qualified applicants for employment without regard to race, color, creed, religion, ancestry, marital status, genetics, national origin, sex, sexual orientation, gender identity and expression, age, physical or mental disability, veteran status and those laws, directives, and regulations of Federal, State, and Local governing bodies or agencies. We participate in the E-Verify Employment Verification Program.

For more information on applicable equal employment regulations, please refer to the following:

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