About The Position
WSP is seeking an in-house Senior Administrative Project Coordinator for its Portland, Maine office, supporting the WSP USA Earth & Environment Team. The role supports project managers and internal stakeholders with project planning and execution, project administration, documentation, financial tracking, and delivery coordination. The position works with scientists and engineers in a growing area of the business. The Portland team is described as a small, close-knit and flexible work environment within a large international organization.
Requirements
- High school diploma or equivalent; an associate’s or bachelor’s degree is preferred.
- Excellent organizational skills and strong written and verbal communication skills.
- Excellent interpersonal skills, including the ability to work on teams or independently as required.
- Ability to manage multiple projects and deliver high-quality work against strict and conflicting deadlines.
- Positive, collegial attitude and a high level of professionalism.
- Valid driver’s license.
- Ability to project a professional company image in person and on the phone.
- Proficiency with Microsoft Office 365, including Word, Excel, PowerPoint, and Outlook, and Adobe software.
- Demonstrated experience with technical editing and document production, including multi-section reports, appendices, and tables of contents.
- Ability and willingness to learn technical and business vocabulary.
- Effective time-management, written communication, planning, organizational, creative, team-building, collaborative, and interpersonal skills.
- Ability to take initiative and work independently, coordinate efforts across multidisciplinary teams, and facilitate the development and delivery of multiple simultaneous deliverables with strict deadlines.
- Flexible work schedule and ability to adjust to multiple concurrent deadlines.
Nice To Haves
- 10 or more years of professional administrative work experience.
- 10 or more 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 closeout according to WSP Project Delivery procedures.
- Set up and maintain budget and expenditure tracking under project manager guidance.
- Coordinate with accounting on client invoicing, payments, and monthly project billing.
- Maintain project contracts and documentation for sub-consultants, contractors, and vendors.
- Track and manage compliance with quality management processes or plans.
- Coordinate and document project team communications.
- Coordinate document delivery and updates, maintain filing, and implement other document control systems.
- Provide visible support and knowledge of WSP systems and protocols.
- Review non-technical documents for accuracy, completeness, corporate-policy compliance, formatting, grammar, punctuation, and spelling.
- Prepare Excel spreadsheets.
- Assist project team members with document formatting, copying, report production, binding, shipping, filing, and scanning.
- Prepare documents and items for FedEx pickup.
Benefits
- Medical coverage
- Dental coverage
- Vision coverage
- Disability coverage
- Life insurance
- Retirement savings
- Paid sick leave
- Paid vacation or other personal time
- Paid parental leave
- Paid time off for bereavement, voting, and/or attendance at naturalization proceedings
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
High school or GED
