Lead Coordinator, Administrative Support

WSP

8h • Onsite

About The Position

WSP is seeking a Senior Administrative Project Coordinator for its Portland, Maine office to support the Earth & Environment Team. This role involves project setup, budget tracking, contract management, and document control. The position offers a flexible, family-like work environment within a large international organization, located in downtown Portland. The ideal candidate will support Project Managers and internal stakeholders, ensuring projects are executed efficiently and in compliance with WSP's procedures.

Requirements

• High School diploma (or equivalent)
• Excellent organizational skills including strong written and verbal communication skills
• Excellent interpersonal skills including the ability to work as a member of various teams or to work independently as required
• Demonstrated ability to work on multiple projects and complete high-quality work against strict and conflicting deadlines
• A positive, collegial attitude and a high level of professionalism are essential
• A valid driver's license
• Project a professional company image through in-person and phone interaction
• Proficiency in Microsoft Office 365: Word, Excel, PowerPoint, Outlook, and Adobe software
• Demonstrated experience with technical editing, document production (multi-section reports, Appendices, Table of contents, etc.)
• Ability and willingness to learn technical and business vocabulary
• This position requires effective time-management, written communication, planning, organization, creativity, team building, collaboration and interpersonal skills
• The successful candidate will take initiative and be able to work independently, be able to work / coordinate efforts from multi-discipline teams and successfully facilitate development and delivery of multiple, simultaneous deliverables with strict deadlines
• Must be flexible with work schedules and able to adjust to multiple and concurrent deadlines

Nice To Haves

• Associate’s or Bachelor’s degree preferred
• 7+ years of professional administrative work experience
• 7+ years of directly related experience in the engineering consulting environment

Responsibilities

• Support Project Managers and internal stakeholders in planning and executing projects
• Coordinate project setup and closing as per WSP’s Project Delivery procedures
• Assist with developing and maintaining project Work Breakdown Structure and schedule
• Setup and maintain budget and expenditure tracking under the guidance of Project Managers
• Interface with the accounting team regarding client invoicing, payments, and the monthly project billing cycle
• Maintain project contracts and documentation for sub-consultants, contractors, and vendors
• Track and manage compliance with requirements of quality management processes or plans
• Coordinate and document project team communications
• Coordinate document delivery, updates, filing, and implement other control systems
• Visible support resource for knowledge of WSP systems and protocols
• Provide non-technical document review, proofreading for accuracy, completeness, compliance with corporate policies, formatting adherence, including grammar, punctuation, and spelling
• Preparation of Excel spreadsheets
• Assist project team members with document formatting, copying, report production, binding, shipping, filing and scanning
• Prepare documents & items for Fedex pick up

Benefits

• coverage related to medical, dental, vision, disability, and life
• retirement savings
• paid sick leave
• paid vacation (or other personal time)
• paid parental leave
• paid time off for purposes of bereavement, voting, and/or attendance at naturalization proceedings

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED