Project Coordinator

Position Summary:

The anticipated base pay range for this full-time position is $28/hour- $34/hour. Actual base pay will be determined based on various factors, including years of relevant experience, training, qualifications, and internal equity. The compensation package may also include an annual bonus target, subject to eligibility and other requirements. Additionally, we offer a comprehensive benefits package to employees, including a 401(k) plan with employer match, 12 weeks of paid parental leave, health plans (medical, dental, and vision), life insurance and disability, and generous paid time off.

The Project Coordinator will organize and coordinate general business and project administration, in order to ensure effectiveness, efficiency and safety of the business unit. This position will provide support to TUV SUD Internal Staff, Management, Clients, Subcontractors and Vendors. The Project Coordinator will be responsible for all day-to-day administrative and procedural tasks. The purpose of the job is to keep the business unit and its people productive on client deliverables and strategic initiatives, assist Management with company policy compliance and organization, and support the client contracting and invoicing processes. The position is based in Grass Valley, CA, and follows a hybrid work model with 3 days a week required in the office (subject to change depending on business needs).

This is a critical role within the organization requiring excellent organizational, time management and interpersonal skills. The ideal candidate should be a self-starter with strong organizational skills, able to manage multiple detailed processes concurrently, with a strong focus on office administration and project coordination.

Responsibilities:

- Serve as a liaison between clients, vendors, employees, management, IT, HR, and other business support departments to ensure smooth business operations.

- Manage incoming and outgoing mail, shipments, and deliveries. 

- Maintain office supplies inventory by checking stock levels, anticipating needs, placing, and expediting orders.

- Coordinate with facility management and vendors facilitate necessary building maintenance, repairs, leasehold improvements, office furniture and equipment needs.

- Ensure the operation of the company fleet and equipment by scheduling and facilitating preventive maintenance, repairs, and maintaining inventories. 

- Organize meetings, luncheons, employee and holiday events, including scheduling, coordinating logistics, and managing internal and external communications.

- Assist staff with timecard entry, expense reports, procurement, travel reservations.

- Track and schedule employee training, maintain training records, certifications, EDU’s

- Provide assistance with executing NDA’s, Proposals, Master Service Agreements, and Statement of Work in coordination with legal, accounting, and controlling departments.

- Coordinate with internal departments to initiate customer clearance, sales order setup, and execute timely and accurate invoices to clients in accordance with contract requirements.

- Assist with proposals, development of marketing materials, conference preparation and setup

- Develop and manage Standard Operating Procedures and Work Instructions.

- Undertake specialized projects and tasks as requested.

Qualification

Education and Experience:

- Minimum of a High School diploma

- Minimum of 3-5 years of proven work experience:

- As an Office Manager, Project Coordinator, or Administrative Assistant.

- Generating and reviewing contracts, Terms and Conditions, and Statements of Work.

- Developing and implementing process improvements and procedures

Skills, Knowledge and Abilities:

- Knowledge of office administration responsibilities, systems, and procedures.

- Excellent communication and interpersonal skills.

- Capable of working independently and/or collaboratively with a team. 

- Strong organizational, time management, and multi-tasking skills.

- High attention to detail and accountability

- The ability work under tight deadlines and high pressure situations.

- Competency in standard software packages, including Microsoft Office suite (Word, Outlook, Excel, Teams, PowerPoint, and Adobe)

Fundamental competencies form the foundation for individual and organizational success in TÜV SÜD and apply to all employees and showcase behaviors aligned to TÜV SÜD values and culture cornerstones and will be evaluated in performance assessments.:

- Communication

- Collaboration

- Customer Orientation

- Self-Management

Additional information

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: Labor Law 2025