Among first-line supervisors of office and administrative support workers, AI is already used for some of the tasks. Measured exposure for first-line supervisors of office and administrative support workers: 19% (some).

Share of this job’s tasks that AI is already used for at work, from real usage. It is not a forecast of job loss, and a low number means no use seen yet. Source: Anthropic Economic Index.

Check how this applies to your own job

Skills this job asks for

Say which you have and which you want to build. We use it to match you to jobs like this one.

About the job

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 tight knit, flexible work environment while also having a large international organization’s structure, resources, and opportunities. Our Portland office is 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 Scientists 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

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

Demonstrated ability with effective time-management, written communication, planning, organization, 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

Preferred Qualifications

10+ years of professional administrative work experience

10+ years of directly related experience in the engineering consulting environment

WSP Benefits:

WSP provides a comprehensive suite of benefits focused on 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): $70,000 - $77,000

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.

#LI-JA1