Lead Coordinator, Administrative Support

WSP•Tallahassee, FL

1d•Hybrid

About The Position

The Lead Coordinator, Administrative Support provides day-to-day administrative support and project assistance to help ensure efficient office operations. The role supports assigned offices through reception and visitor management, onsite staff assistance, meeting preparation, purchasing, shipping, accounts payable tasks, expense reconciliation, onboarding and offboarding, and upkeep of office spaces. The position may also support project administration, senior staff travel and expense reporting, timecard administration, fleet programs, and coordination of IT issues. Workplace Administrators are expected to be present at an office location four to five days per week; temporary agency administrators are required to be onsite five days per week. Some offices may require additional in-office days. Work schedules must follow the weekly plan approved by the Area Admin Manager, and indirect overtime requires prior approval. The role may involve travel between assigned offices within a metro area; mileage is reimbursed when interoffice travel is requested. The position includes weekly reporting on completed tasks, meetings, facility issues, work location, supplemental and stretch assignments, project charges, and other comments or concerns. A monthly checklist is required for each assigned office, including remote offices, and safety check items must be entered into iSMS by month-end. The administrator also supports Horizon processes, office maintenance and building access, mail and package handling, printing coordination, and office safety and compliance. Professional, responsive, ethical collaboration with administrative teams, office staff, leaders, and visitors is expected, along with attendance at mandatory trainings.

Requirements

At least 5 years of experience.
High school diploma.
Self-starter able to take on tasks with little direction or supervision.
Professionalism and a positive attitude when interacting with colleagues, clients, guests, and other employees.
Advanced competence with Microsoft Office applications, particularly creating Excel spreadsheets, formatting Word documents, and developing PowerPoint presentations.
Ability to work in a fast-paced environment with short deadlines, interruptions, and multiple tasks.
Excellent interpersonal, written, and verbal communication skills.
Initiative and ability to anticipate needs and complete important tasks without being asked.
Ability to prioritize assignments with minimal supervision, along with time management, resourcefulness, attention to detail, and follow-through.
Dedicated team player.
Ability to use discretion and maintain confidentiality.
Technological skills necessary for data entry, managing team calendars, and creating company reports as needed.
Must be authorized to work in the United States.

Nice To Haves

Experience in the engineering consulting industry.
Knowledge of Oracle and Adobe Professional.

Responsibilities

Provide day-to-day administrative support and project assistance to ensure efficient office operations.
Handle front desk reception and visitor management and serve as an onsite point of contact for office support.
Provide day-of-meeting onsite support, including printing, catering, and meeting preparation.
Coordinate with local managers and support HR requests, onboarding, offboarding, purchasing, shipping, accounts payable vendor onboarding, invoice processing, and weekly p-card expense report reconciliation.
Support Workplace ServiceNow tickets and maintain the appearance and organization of physical office spaces, including kitchen and coffee areas.
Submit accurate, complete personal timecards on time.
Submit a weekly Admin Report with daily task details, meetings, facility issues, work locations, supplemental and stretch assignment tasks, project charges, and comments or concerns.
Complete and submit a monthly checklist for each assigned office, including remote offices, and enter safety check items into iSMS by the end of the month.
Assist staff and business lines with Horizon timecards, expenses, supplier review, procurement, and accounts payable processes.
Maintain office spaces and liaise with building management regarding maintenance issues and building or parking access cards.
Process incoming and outgoing U.S. and overnight mail and distribute incoming faxes and packages.
Coordinate large printing and plotter printing requests with ARC.
Coordinate office safety and compliance, maintain office standards, and monitor items such as bulletin boards, fire extinguishers, AED/CPR certification, and first aid kits.
Provide project assistance that may include tracking task orders and project contracts, maintaining project plans and procedures manuals, supporting workflows, conducting QA reviews of reports and correspondence, and coordinating field work.
Assist senior staff with travel and expense reports when assigned.
Serve as a timecard administrator when assigned, ensuring employee timecards are completed and submitted weekly.
Assist with the regional fleet program when assigned, coordinating with the national vehicle lead and facilities administration teams.
Serve as an onsite point of contact for IT issue coordination with the Service Desk team when assigned.
Engage professionally and positively with the administrative team, local office staff, and leaders in person and through calls and collaboration sites.
Proactively coordinate staff events, respond in a timely manner, serve as a local office communications liaison, participate in team meetings, and attend mandatory trainings.
Make responsible and ethical decisions regarding company funds, resources, and conduct, and adhere to WSP’s Code of Conduct and related policies and procedures.
Perform other duties as required by business needs.