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Project Management Assistant

2 months ago

New Brighton, Minnesota, United States TÜV SÜD America Full time
Job Overview

Position Summary:

The Project Management Assistant (PMA) role is designed to support regional service line operations by handling various administrative tasks aimed at enhancing both front-end and back-end project efficiencies. This position alleviates the technical and billable staff from extensive non-billable responsibilities associated with managing each service line operation.

Key Responsibilities:

The responsibilities of the PMA may encompass, but are not limited to, the following:

  • Generating and tracking reports from Business Warehouse / SAP systems.
  • Establishing and concluding projects in the PSE system.
  • Collaborating with Business & Regulatory (B&R) teams and Account Executives to ensure timely project initiation.
  • Communicating project delivery timelines to clients.
  • Allocating projects to project handlers based on their availability.
  • Ensuring accurate entry of engineering hours and necessary information for project closure in PSE.
  • Facilitating timely invoicing for projects.
  • Confirming that invoicing is finalized by the conclusion of each project.
  • Assisting B&R with collections as needed.
  • Reviewing engineers' test deliverable packages before dispatching to clients.
  • Coordinating with other TÜV global offices for the issuance of certificates generated from those locations.
  • Managing Test Report and Certification processes.
  • Distributing reports and certificates to clients via email or mail.
  • Handling procurement activities, including entering purchase requisitions in the TÜV SÜD system.
  • Collaborating with local vendors for operational requirements such as office supplies and services.
  • Maintaining document control and electronic file management.
  • Overseeing the management of locally developed documents, including work instructions and Standard Operating Procedures (SOPs).
  • Maintaining server client folders.
  • Assisting engineers with DIGIDOCS entry as required.
  • Managing sample handling and disposal processes using the Storix program software.
  • Coordinating shipments of items to job sites prior to engineers' arrival.
  • Shipping items to job sites or engineers as necessary for replacements or additional equipment.
  • Assisting in the organization of various training sessions or meetings, whether for clients or internal purposes.
  • Occasionally lifting and/or moving items weighing up to 25 pounds.

Core Competencies:

The following fundamental competencies are essential for individual and organizational success at TÜV SÜD and will be assessed during performance evaluations:

  • Effective Communication:
    • Actively listen and convey clear, persuasive messages while effectively exchanging ideas and information with stakeholders.
    • Be attentive to non-verbal cues and respond respectfully.
    • Provide constructive feedback and demonstrate empathy in all communications.
  • Team Collaboration:
    • Work collaboratively with internal and external parties, valuing diverse perspectives to develop solutions and complete tasks.
    • Respect differing opinions and maintain open lines of communication.
    • Prioritize team objectives over personal recognition and strive for consensus.
  • Customer Focus:
    • Understand and assess the needs of both internal and external customers.
    • Act with integrity to create value for customers and the organization.
    • Build and maintain effective, trusting relationships with clients.
    • Continuously seek out business opportunities and innovative solutions.
  • Self-Management:
    • Efficiently manage time, energy, and workload while maintaining a professional image.
    • Ensure personal matters do not interfere with work productivity.

Education and Experience Requirements:

  • High School diploma or equivalent.
  • A minimum of three (3) years of experience in roles involving Customer Service and/or Project Management in a professional environment.
  • Prior experience with consumer product safety standards is preferred.

Skills and Abilities:

Candidates should possess the following skills:

  • Strong oral and written communication abilities.
  • Proficiency in MS Office applications, including Word, Excel, and PowerPoint.
  • Ability to work effectively as part of a team.
  • Self-motivated and quick to learn.

Additional skills that are advantageous include:

  • Familiarity with the SAP platform.
  • A technical background.
  • Proficient knowledge of MS Excel.

Equal Opportunity Employer – Disability and Veteran:

TÜV SÜD America, Inc. is an equal opportunity 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 other protected categories. We participate in the E-Verify Employment Verification Program.