Lead Coordinator, Administrative Support

This Opportunity

WSP is currently initiating a search for an in-house Senior Administrative Project Coordinator for our Portland, Maine office. Be involved in projects with our WSP USA Earth & Environment Team and be a part of a growing organization that meets our client’s objectives and solves their challenges.

Join our Portland WSP Team, we are a team of dedicated professionals working to find solutions for our diverse customer base.  Our team is recognized as a leader in A/E design nationwide within WSP and is known in the industry for delivering high-quality designs with technical excellence. We realize this success is the result of the efforts and abilities of our people.  Our Portland, Maine team takes pride in maintaining a small family-like, flexible work environment while also having a large international organization’s structure, resources, and opportunities. Our Portland office is right in the heart of Downtown Portland; a diverse and lively city with an outstanding restaurant scene and lots to do if you’re an outdoor enthusiast or love the Arts – something for everyone. This is an opportunity to work with our talented Architects and Engineers in one of WSP’s focused growth areas. If this appeals to you, we would like the opportunity to discuss with you further as we grow our team to support our current workload and advance strategic planning towards our future vision. 

Your Impact

• 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

Who You Are

Required Qualifications

• High School diploma (or equivalent), Associate’s or Bachelor’s degree preferred
• 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
   

Preferred Qualifications

• 7+ years of professional administrative work experience
• 7+ years of directly related experience in the engineering consulting environment
   

WSP Benefits:

WSP provides a comprehensive suite of benefits focused on a providing health and financial stability throughout the employee’s career. These benefits include coverage related to medical, dental, vision, disability, and life; retirement savings; paid sick leave; paid vacation (or other personal time); paid parental leave; and paid time off for purposes of bereavement, voting, and/or attendance at naturalization proceedings.

Compensation:

Expected Salary (all locations): $57,400 - $86,800

WSP USA is providing the compensation range that the company in good faith believes it might pay and offer for this position, based on the successful applicant’s education, experience, knowledge, skills, abilities in addition to internal equity and specific geographic location. WSP USA reserves the right to ultimately pay more or less than the posted range and offer additional benefits and other compensation, depending on circumstances not related to an applicant’s sex or other status protected by local, state, and/or federal law.

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