Project Administrative Coordinator (ADAS) in Santa Clara, California at BERTRANDT US INC

Ready to Drive the Future?

As part of the global Bertrandt Group, our team of innovators tackles cutting-edge projects across ADAS, Autonomous Driving, Electric Mobility, and Manufacturing Support, transforming complex issues into sustainable, connected solutions.

General Benefits:

• Complete and comprehensive benefits package including Med/Dent/Vision
• Employer paid STD/LTD/Life
• 401k Retirement program
• Generous paid vacation/sick/holidays
• Creativity encouraged in a fun, friendly work environment

Summary

Bertrandt is seeking a structured and proactive project administrative coordinator to support Senior Project Managers and Project Managers in the day-to-day execution of automotive ADAS projects. The role focuses on operational project support, reliable administrative coordination, and ensuring smooth “daily business” routines—especially for field support engineers (aka "flying docs"/ for their travels (i.e. travel planning, SAP Concur bookings, expense handling, etc.).

In addition, the Administrative Coordinator/Project Assistant acts as a key interface to Bertrandt US Headquarters for invoicing, accounting coordination, reporting, and controlling-related administrative processes, ensuring data quality, timely submissions, and transparent project documentation.

Scope of the Role?: 1. High-impact operational enablement function for Senior Project Manager(s) and Project Manager(s) to increase delivery focus and reduce administrative overhead 2. Central coordination role for flying docs support, ensuring compliant and efficient travel/expense execution 3. Central coordination role for flying docs support, ensuring compliant and efficient travel/expense execution 4. Key administrative interface to Bertrandt US HQ for invoicing/accounting/reporting/controlling coordination and documentation quality 5. Strong emphasis on structure, reliability, discretion, and proactive follow-through

Key Responsibilities

Project & Daily Business Support

· Support Senior Project Manager(s) and Project Manager(s) in running daily project operations across multiple workstreams (workshop, engineering, field operations)

· Maintain structured tracking of key project information (actions, decisions, open points, deliverables, due dates)

· Coordinate meeting logistics (agendas, invitations, minutes, action lists) and ensure follow-up on agreed actions

· Support preparation of customer-facing and internal status information (e.g., weekly status, milestones, risks, open items)

Flying Docs Support (Travel, Concur, Expenses)

· Coordinate and execute travel support for flying docs / traveling project team members, incl.:

-Travel planning and bookings (flights, rental cars, hotels)

-Calendar coordination and travel itinerary consolidation

-Compliance-aligned documentation for travel and on-site support

· Create and manage SAP Concur requests, bookings, and workflows (where applicable), ensuring completeness and policy compliance.

Bertrandt US Headquarters Interface: Invoicing, Accounting, Reporting & Controlling Coordination

· Coordinate with Bertrandt US HQ on invoicing- and accounting-related administrative activities (e.g., data provision, clarifications, documentation completeness, monthly invoicing preparation)

· Support controlling/reporting routines by consolidating inputs (timesheets status, travel cost allocations, PO references, cost-center/project mapping) and ensuring deadlines are met

· Maintain clean documentation and traceability for project-related commercial administration (without owning financial decision-making)

· Track administrative open items and drive closure with stakeholders (PMs, team members, HQ contacts)

Documentation, Tools & Process Discipline

· Ensure structured filing and version control of project administration documents (status decks, action lists, travel logs, onboarding checklists, templates)

· Support consistent use of project tools and standardized workflows (e.g., issue/task tracking and documentation routines when required)

· Identify recurring administrative inefficiencies and propose pragmatic improvements (templates, checklists, standardized email/Concur workflows)

· Ensure alignment with global Bertrandt processes and standards

Required Qualifications

Associate’s or Bachelor’s degree in Business Administration, Finance/Accounting or a related field

• 3+ years of experience in an administrative function, project coordination, project assistance, or operations support—ideally in technical, automotive, engineering, or services environments

• Proven experience supporting travel-intensive teams (planning, coordination, expense/report handling)

• Strong organizational skills, high attention to detail, and ability to manage multiple parallel requests in a dynamic environment

• Confident communication skills with internal stakeholders (PMs, HQ functions, engineers, suppliers)

• Practical experience with SAP Concur (OR comparable travel/expense tools).

. Strong/Advanced MS Office skills (Excel, PowerPoint, Outlook, Teams)

• Support also on the weekends as needed (i.e. travel plan changes, assistance needed by field staff, etc.)

Preferred Qualifications:

• Experience working with invoicing / controlling coordination topics (administrative interface support, reporting inputs, cost allocation)

• Familiarity with automotive/ADAS project structures, workshop/field operations, and multi-stakeholder environments

• Knowledge of SAP (beyond Concur), procurement/PO workflows, or internal corporate finance process landscapes

• German language skills (optional)

EEO Statement:

Bertrandt US is committed to fostering an inclusive and diverse workplace. We provide equal employment opportunities to all employees and applicants and strictly prohibit discrimination or harassment of any kind. We consider all qualified candidates without regard to race, color, religion, age, sex, national origin, disability, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by applicable federal, state, or local laws.