Senior Administrative Project Coordinator

WSP • Portland, ME

1d • $70,000 - $77,000 • Onsite

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 in planning and executing projects, with responsibility for project coordination, documentation, billing support, compliance tracking, and administrative deliverables. The position works with scientists and engineers in a close-knit, flexible team 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.
• Strong interpersonal skills, including the ability to work as a team member or independently as required.
• Demonstrated ability to manage multiple projects and complete 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 by phone.
• Proficiency in Microsoft Office 365, including Word, Excel, PowerPoint, and Outlook, and in 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, collaboration, and interpersonal skills.
• Ability to take initiative and work independently, coordinate efforts across multidisciplinary teams, and facilitate 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 an engineering consulting environment.
• Associate’s or bachelor’s degree.

Responsibilities

• Support Project Managers and internal stakeholders in planning and executing projects.
• Coordinate project setup and closing in accordance with WSP Project Delivery procedures.
• Set up and maintain budget and expenditure tracking under Project Manager guidance.
• Coordinate 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 quality management processes or plans.
• Coordinate and document project team communications.
• Coordinate document delivery, updates, and filing, and implement other control systems.
• Serve as a visible support resource for knowledge of WSP systems and protocols.
• Review non-technical documents for accuracy, completeness, compliance with corporate policies, 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, dental, vision, disability, and life coverage.
• 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.

What This Job Offers

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