Senior Coordinator, Administrative Support

WSP•Exton, PA

About The Position

An Office Administrator provides day-to-day administrative support and project assistance to ensure efficient office operations. The Workplace Administrator is expected to be present in 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 as determined by the Area Admin Manager. Schedules, including in-office work, metro office visits, and remote work, must follow the weekly plan approved by the Area Admin Manager. Indirect overtime requires prior approval. The role may involve travel among assigned offices within a metro area, coordinated by Area and Regional Admin Managers; mileage is reimbursed when travel between offices is requested. Core duties include front-desk reception and visitor management; onsite office support; meeting-day preparation, printing, and catering; coordination with local managers; HR requests; onboarding and offboarding; purchasing; shipping; accounts payable vendor onboarding and invoice processing; weekly purchasing-card expense reconciliation; Workplace ServiceNow ticket support; and maintaining the appearance and organization of physical office spaces, including kitchens and coffee areas. The administrator must submit personal timecards accurately and on time, weekly administrative reports, and monthly workplace checklists for assigned offices, including remote offices. Safety checklist items must be entered into iSMS by month end. The role requires understanding Horizon processes for timecards, expenses, supplier review, procurement, and accounts payable, and providing support to staff. General office administration includes upkeep and coordination with building management on maintenance and access issues; processing mail, faxes, and packages; coordinating large and plotter printing; and supporting office safety and compliance standards. Additional assignments may include project administration, senior staff travel and expense support, timecard administration, regional fleet program assistance, and onsite coordination of IT issues with the Service Desk. The administrator is expected to engage professionally and positively with the administrative team, office staff, and leaders; provide proactive, responsive service; assist with staff events and office communications; participate in team meetings; attend mandatory training; and make ethical decisions while following WSP’s Code of Conduct and policies. Other duties may be assigned as business needs require.

Requirements

At least 5 years of experience.
High school diploma.
Self-starter able to take on tasks with little direction or supervision.
Professional demeanor and 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.
Comfort working 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, with strong time management, resourcefulness, attention to detail, and follow-through.
Dedicated team player.
Ability to use discretion and maintain confidentiality.
Technological skills for data entry, managing team calendars, and creating company reports.
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 and project support to ensure efficient office operations.
Provide front-desk reception, visitor management, and onsite office support.
Support meeting-day preparation, including printing, catering, and meeting setup.
Coordinate with local managers and assist with HR requests, onboarding, and offboarding.
Handle purchasing, shipping, accounts payable vendor onboarding, and invoice processing.
Reconcile weekly purchasing-card expense reports.
Support Workplace ServiceNow tickets and maintain the appearance and organization of office spaces, including kitchen and coffee areas.
Submit personal timecards accurately and on time.
Submit a weekly Admin Report with daily task details, meetings, facility issues, work location, assignments, project charges, and relevant comments or concerns.
Complete and submit monthly Workplace Admin Checklists for assigned offices, including remote offices, and enter safety check items into iSMS by month end.
Assist staff with Horizon processes, including timecards, expenses, supplier review, procurement, and accounts payable.
Maintain office spaces and liaise with building management on 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, including office standards, bulletin boards, fire extinguisher inspections, AED/CPR certification, and first aid kits.
Provide project assistance such as tracking task orders and contracts, maintaining project plans and procedure manuals, supporting workflows, reviewing reports and correspondence for quality, and coordinating field work.
Assist senior staff with travel and expense reports when assigned.
Administer employee timecards to ensure weekly completion and submission when assigned.
Assist with the regional fleet program in coordination with the national vehicle lead and facilities administration teams when assigned.
Serve as the onsite point of contact for coordinating IT issues with the Service Desk when assigned.
Engage professionally and positively with the admin team, local staff, and leaders; proactively coordinate staff events, respond promptly, support local office communications, participate in team meetings, and attend mandatory trainings.
Make responsible and ethical decisions concerning company funds, resources, and conduct, and follow WSP’s Code of Conduct and related policies and procedures.
Perform other duties as required by business needs.