Coordinator, Administrative Support

WSP USA; Dadri; On-site; INR 400,000 - 600,000; Full time

Job summary

WSP India is seeking a Project Documentation Controller to ensure accurate preparation, formatting, and management of project documents in line with WSP standards and brand guidelines. You will support project teams by maintaining document control procedures and ensuring timely submissions to meet deadlines.

The role requires meticulous attention to detail, adherence to quality management systems, and collaboration with engineers, managers, and stakeholders to organise correspondence and filing

Qualifications

• Formatting of reports, proposals and general documentation using templates.
• Accurate presentation and editing of complex documents with engineering terms.
• Ensuring compliance with WSP brand guidelines and QMS.

Responsibilities

• Prepare letters and organisation charts, and arrange signatures.
• Maintain Project Correspondence Registers and filing systems.
• Ensure documents meet submission deadlines and project lifecycles.

Skills

Attitude

Stakeholder engagement

Proactivity

Autonomy

Confidentiality

Accuracy

Job description

The Project Secretary will be responsible for ensuring the accurate preparation, formatting, and management of project-related documentation in line with WSP standards and brand guidelines. This role supports project teams by maintaining document control procedures, ensuring compliance with quality management systems, and facilitating timely submissions to meet project deadlines.

WSP is one of the world's leading professional services consulting firms. We are dedicated to our local communities and propelled by international brainpower. We are technical experts and strategic advisors including engineers, technicians, scientists, architects, planners, surveyors and environmental specialists, as well as other design, program and construction management professionals. We design lasting solutions in the Transportation & Infrastructure, Property & Buildings, Earth & Environment, Power & Energy, Resources and Industry sectors, as well as offering strategic advisory services. Our talented people around the globe engineer projects that will help societies grow for lifetimes to come.

With approximately 4,000 talented people across 3 locations (Noida, Bengaluru & Mumbai offices) in India and more than 73,000 globally , in 550 offices across 40 countries , we engineer projects that will help societies grow for lifetimes to come.

At “WSP” we draw on the diverse skills and capabilities of our employees globally to compete for the most exciting and complex projects across the world and bring the same level of expertise to our local communities. We are proud to be an international collective of innovative thinkers who work on the most complex problems. Unified under one strong brand, we use our local expertise, international reach and global scale to prepare our cities and environments for the future, connect communities and help societies thrive in built and natural ecosystems. True to our guiding principles, our business is built on four cornerstones: Our People, Our Clients, Our Operational Excellence and Our Expertise.

www.wsp.com

We are

• Passionate people doing purposeful and sustainable work that helps shape our communities and the future.

• A collaborative team that thrives on challenges and unconventional thinking.

• A network of experts channeling our curiosity into creating solutions for complex issues.

Inspired by diversity, driven by inclusion, we work with passion and purpose.

Working with Us

At WSP, you can access our global scale, contribute to landmark projects and connect with the brightest minds in your field to do the best work of your life. You can embrace your curiosity in a culture that celebrates new ideas and diverse perspectives. You can experience a world of opportunity and the chance to shape a career as unique as you.

Our Hybrid Working Module

With us, you can operate in a flexible, agile, yet structured work environment and follow a Hybrid Work Model.

• Maximize collaboration.

• Maintain product quality and cultural integrity.

• Balance community, collaboration, opportunity, productivity, and efficiency.

Health, Safety and Wellbeing

Our people are our greatest asset, and we prioritize a safe work environment. Health, safety, and wellbeing are integral to our culture, with each of us accountable for fostering a safe workplace through our “Making Health and Safety Personal” initiative. Our Zero Harm Vision drives us to reduce risks through innovative solutions, earning recognition for our global health and safety practices with the prestigious RoSPA Health and Safety Awards for six consecutive years.

Inclusivity and Diversity

WSP India is dedicated to fostering a sustainable and inclusive work environment where our greatest strength - Our People -feel valued, respected, and supported. We ensure an unbiased approach in hiring, promotion, and performance evaluation, regardless of age, gender identity, race, religion, sexual orientation, marital status, physical ability, education, social status, or cultural background.

Imagine a better future for you and a better future for us all.

Join our close-knit community of over 73,300 talented global professionals dedicated to making a positive impact. Together, we can make a difference in communities both near and far.

With us, you can.

Skills & Competencies

• Attitude: Maintaining a positive, professional outlook with a strong service mindset, consistently supporting project teams and stakeholders.

• Stakeholder Engagement: Proactively collaborating with project managers, engineers, and team members to understand requirements and provide timely support.

• Proactivity: Anticipating documentation and submission needs, ensuring compliance with standards and deadlines.

• Autonomy: Exercising sound judgment, prioritizing tasks effectively, and making independent decisions when required.

• Confidentiality : Managing sensitive project information with discretion and professionalism.

• Accuracy: Ensuring meticulous attention to detail in document preparation, formatting, and control processes.

BGV:

• Employment with WSP India is subject to the successful completion of a background verification (“BGV”) check conducted by a third-party agency appointed by WSP India.

• Candidates are advised to ensure that all information provided during the recruitment process — including documents uploaded — is accurate and complete, both to WSP India and its BGV partner".

• Formatting of reports, proposals and general documentation using templates. Accurate presentation and editing of complex documents using knowledge of engineering terms

• Preparation of letters and organisation charts, as required

• Arranging signatures and stamping of documents

• Work closely with the Project Director/ Manager or coordinator to meet project submission deadlines

• Ensure all documents are prepared to a high standard, working within our WSP brand guidelines and demonstrating artistic qualities

• Maintain accurate records of outgoing documents/correspondence using the Project Correspondence Registers

• Maintain accurate records of electronic filing with respect to prospects, ensuring WSP filing and referencing procedures are strictly adhered to so that traceability is maintained

• Manage the onward distribution of incoming documents ensuring WSP Document Control procedures have been followed and urgent matters are brought to the attention of the relevant personnel

• Work as part of a team to ensure project submission deadlines are met and provide cover during their absence

• Always maintain confidentiality and ensure any sensitive issues are dealt with appropriately

• Ensure that Health & Safety is embedded into all work practices in line with company policies

• Provide regular work status updates, including risks or concerns, to line manager

• Set up and maintain distribution email groups for the projects, as required

• Attend and contribute in team and project meetings as required

• Ensure QMS and Project Lifecycle compliance across team and projects