Project Administrator

WSP in India; Bengaluru; On-site; INR 600,000 - 900,000; Full time

Job summary

WSP India is seeking a Project Administrator to provide administrative support to projects and tendering, coordinating training, meetings and travel, and ensuring documentation aligns with time management practices. You will support the project team and ensure processes stay on track.

Responsibilities include tender submission support, project documentation, filing, client communications, and divisional reporting.

Qualifications

• Degree-qualified with equivalent training.
• Experience in global shared services is an advantage.
• Strong communication and coordination skills required.
• Proficient with MS Office applications.

Responsibilities

• Support tender submission process across multiple projects with timely preparation of fee proposals and document compilation.
• Assist Project Managers with project lifecycle activities including meetings, document control, and billing support.
• Maintain electronic filing systems and ISO-compliant access controls.
• Serve as administrator for Teams channel and user management.
• Prepare client email correspondence and support division financial reporting.
• Assist in BD coordination and preparation of proposals, tender specs, and purchasing orders.
• Maintain client records and BD resources.

Skills

MS Office

Excellent communication

Time management

Organizational skills

Attention to deadlines

Education

Bachelor's degree or equivalent

Job description

Job Description

The Project Administrator will provide administrative support to projects and tendering, divisional coordination work including training, meeting and travel arrangements, documentation and using time management skills to support project team and help the team to stay on track.

Responsibilities

Project Support & Tendering

• Support the tender submission process across multiple projects, ensuring timely and accurate preparation of fee proposal template, compilation of tender documents for Bid Manager’s review and submission for approval
• Assist Project Managers with project lifecycle activities, including coordinating project review meetings, updating and retrieving documents/files, providing supporting documents for billing, coordinating security clearance for project site visits
• Manage and maintain effective project and department electronic filing systems / shared folders and access control matrix in compliance with ISO requirements
• Serve as administrator to create teams channel including adding and removing users
• Assist Project Managers to prepare client email correspondence
• Support divisional financial reporting including projection, headcount update, and monthly project update submission
• Assist in all BD coordination and preparation of proposal /tender specification and submission/ presentation material/ raise purchase order
• Assist in maintaining and tracking all clientele records, and BD resources

Division Support

• Organise project/division meeting, prepare agenda, presentation, and circulate minute
• Maintain divisional reporting such as organizational chart, PRR, and project-related documentation
• Support QP/PE administration including letter, certification renewal, and regulatory submission
• Manage timesheet submission and monitoring approval
• Manage electronic filing systems and access control in compliance with ISO standards and oversee Teams channel setup and user management

Training Support

• Prepare monthly training hour report
• Coordinate, register training courses for employees and maintain employees’ training records

General Administrative Support

• Coordinate business travel arrangement and divisional staff logistics
• Perform document control function
• Provide other administrative support to the Business unit & projects assigned

Qualifications

• Degree qualified and other equivalent training
• Experience working in global shared services setting an advantage
• 5+ years relevant experience preferably within an Engineering/Architectural or professional services office
• Excellent communication and coordination skills
• Excellent organizational and time management skills to respond to changing priorities and handling multiple tasks
• Ability to work in a fast-paced environment
• Proven ability to meet deadlines and prioritize workload
• Ability to take direction from multiple managers when providing administrative reinforcement.
• Proficient on MS Office applications (Word, Excel, PowerPoint)

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”.

About Us

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.