Lead Project Coordinator

WSP•Fort Worth, TX

13d

About The Position

Oversees and executes complex coordination and administrative functions that directly support the successful planning, tracking, and delivery of project objectives across diverse teams and disciplines. Serves as a senior resource and subject matter expert on project coordination processes, tools, and documentation standards. Provides daily leadership in the implementation of improved workflows, process enhancements, and compliance controls. Collaborates with project managers, finance professionals, and operational leads to ensure accurate data management, timely reporting, and effective cross-functional communication. Supports projects of greater size, complexity, or risk, and may provide mentorship to less experienced coordination staff.

Requirements

High school diploma or equivalent.
Minimum of 7 years of relevant post-education experience in related job capacity.
Extensive experience in project coordination for large, multi-phase, or cross-functional projects.
Advanced knowledge of project lifecycles, coordination standards, and industry documentation practices.
Proficiency with enterprise tools such as Oracle, Deltek, SharePoint, Smartsheet, or equivalent platforms.
Strong understanding of financial tracking methods, including cost management, budget reconciliation, and change control.
Demonstrated ability to lead documentation workflows with high attention to detail and consistency.
Experience organizing and facilitating project meetings, including stakeholder-facing engagements.
Advanced written and verbal communication skills, with the ability to convey complex information clearly and accurately.
Skilled in identifying risks in schedules, budgets, or documentation systems and implementing mitigations.
Ability to train, mentor, and provide feedback to junior coordination staff.
Exceptional organizational skills, with the ability to manage multiple priorities under tight deadlines.
Experience collaborating with engineering, design, environmental, or construction teams.
Strong problem-solving abilities and sound judgment in addressing coordination challenges.
Knowledge of regulatory and compliance requirements in infrastructure or public sector projects.
Understanding of quality assurance and document control protocols.
Experience developing tools or templates to improve administrative efficiency.
Ability to work independently while providing strategic coordination support to project teams.
Professional conduct in handling confidential project and financial information.
Comfort working across distributed teams and supporting hybrid work environments.
Ability to manage and prioritize escalated issues and propose effective resolutions.
Demonstrated reliability, initiative, and accountability in support of project outcomes.
Ability to meet attendance schedule with dependability and consistency.

Nice To Haves

Associate's Degree.
Experience supporting federally funded or government infrastructure projects.
Knowledge of contract language and procurement documentation review.
Familiarity with WBS (Work Breakdown Structures) and project controls terminology.
Project coordination certification or training (e.g., CAPM, APM, or similar).
Proficiency with data visualization tools for tracking or reporting purposes.

Responsibilities

Manage the full coordination lifecycle for large or complex projects, including oversight of documentation workflows, reporting protocols, and compliance checklists.
Lead the preparation, consolidation, and submission of complex project deliverables, including multi-disciplinary reports, client submittals, and regulatory documentation.
Develop and maintain advanced project trackers, dashboards, and schedule monitoring tools that align with stakeholder and reporting requirements.
Act as the primary liaison for coordination with internal departments such as Finance, Procurement, Contracts, and Human Resources.
Monitor and escalate issues related to resource assignments, schedule delays, document approvals, and contractual deliverables.
Establish and maintain project documentation systems, ensuring consistency with records management practices, version control protocols, and audit trails.
Coordinate onboarding, access setup, and credentialing for large teams, including subconsultants and vendors, in alignment with project governance.
Lead and facilitate complex project meetings, including setting agendas, managing logistics, documenting proceedings, and tracking action items to completion.
Provide expert-level support in the tracking and validation of budget expenditures, vendor invoices, time entries, and change requests.
Support the coordination of financial forecasting inputs and earned value analysis documentation.
Assist with the preparation and review of contractual documents and service agreements, flagging inconsistencies or missing information.
Coordinate QA/QC tracking processes for technical submissions, ensuring documentation is complete and meets internal quality standards.
Maintain high-level project calendars and interface with department leads to align resource availability and milestone delivery dates.
Evaluate current administrative and coordination workflows and propose refinements to increase efficiency and data accuracy.
Serve as a team lead for coordination staff on large project programs, overseeing task distribution, progress monitoring, and performance feedback.
Train and mentor junior coordinators on project systems, file management practices, and project support best practices.
Lead project close-out activities, including final documentation audits, system archiving, and close-out checklist completion.
Ensure all document control and administrative activities comply with corporate and client-specific requirements.
Coordinate client-facing and internal documentation to support compliance with environmental, safety, and quality standards.
Collaborate with project managers to prepare materials for presentations, status updates, and stakeholder briefings.
Exercise responsible and ethical decision-making regarding company funds, resources, and conduct, and adhere to WSP’s Code of Conduct and related policies and procedures.
Perform additional responsibilities as required by business needs.