Project Administrator

WSP; Dadri; On-site; INR 500,000 - 800,000; Full time

Job summary

WSP India is seeking a Project Administrator to provide comprehensive administrative support across projects and tenders. You will coordinate meetings, manage documents, arrange travel, and assist in financial reporting to help the team stay on track.

The role requires strong communication, organizational skills, and proficiency in MS Office. Experience in a global shared services setting is a plus, and the position is based in India with on-site duties at the office.

Qualifications

• Experience in a global shared services setting is advantageous.
• 5+ years relevant experience preferably within Engineering/Architectural or professional services office.
• Excellent communication and coordination skills.
• Strong organizational and time management skills to handle changing priorities and multiple tasks.
• Proficient with MS Office applications (Word, Excel, PowerPoint).

Responsibilities

• Support the tender submission process across multiple projects with fee proposals and document compilation.
• Assist Project Managers with lifecycle activities, meetings, document updates, and billing support.
• Maintain electronic filing systems and ISO-compliant access controls.
• Create Teams channels and manage user access.
• Prepare client email correspondence and support BD coordination.
• Support divisional financial reporting and monthly project updates.
• Coordinate training courses and maintain training records for employees.
• Coordinate business travel and staff logistics.
• Perform document control and provide administrative support to the Business unit and projects.

Skills

Excellent communication

Coordination skills

Organizational and time management

Multitasking ability

Education

Degree qualified or equivalent training

Tools

MS Office

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

• 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.
• Organise project/division meeting, prepare agenda, presentation, and circulate minutes.
• 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.
• Prepare monthly training hour report.
• Coordinate, register training courses for employees and maintain employees’ training records.
• 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).

Background Verification

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.