Description
We are seeking a Senior Administrative Project Coordinator to join our Portland, Maine office, working with the WSP USA Earth & Environment Team. As a key member of our team, you will provide administrative support to project managers and internal stakeholders, ensuring projects run smoothly and efficiently.
Responsibilities:
- Support project managers and internal stakeholders in planning and executing projects
- Coordinate project setup and closing as per WSP's Project Delivery procedures
- Set up 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
- Provide visible support 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
- Prepare Excel spreadsheets
- Assist project team members with document formatting, copying, report production, binding, shipping, filing, and scanning
- Prepare documents and items for FedEx pick-up
Requirements:
- High school diploma (or equivalent), Associate's or Bachelor's degree preferred
- Excellent organisational 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
- Demonstrated ability with effective time-management, written communication, planning, organisation, creativity, team building, collaboration, and interpersonal skills
- A demonstrated ability to 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
- Flexible work schedules and able to adjust to multiple and concurrent deadlines
Benefits:
- Comprehensive suite of benefits focused on providing health and financial stability throughout the employee's career, including medical, dental, vision, disability, and life insurance; retirement savings; paid sick leave; paid vacation; paid parental leave; and paid time off for purposes of bereavement, voting, and/or attendance at naturalization proceedings
Compensation:
- Expected salary: $70,000 - $77,000