Associate Project Coordinator

WSP in the U.S.; Charlotte (NC); Hybrid; USD 60,000 - 90,000; Full time

Job summary

WSP, a leading engineering and professional services firm, seeks an Associate Project Coordinator in Charlotte, NC. You will provide advanced administrative and logistical support to project teams, manage information workflows, and help ensure timely delivery.

This role requires strong organizational skills, proficiency with MS Office and project tracking tools, and ability to coordinate across offices and stakeholders. Remote work is possible, with travel for periodic meetings.

Qualifications

• Experience coordinating project lifecycles and deliverables.
• Proficient with MS Office and project-tracking tools.
• Familiarity with document control platforms and contracts processes.
• Ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Develop and maintain detailed project logs, schedules, and status reports.
• Coordinate creation and finalization of client deliverables for resource management.
• Track milestones and follow up with team members to ensure completion.
• Maintain internal documentation systems with version control and audits.
• Assist with data entry for cost reports, timesheets, and vendor submissions.
• Facilitate project meetings: agendas, notes, action items, follow-ups.
• Support onboarding of project staff with access and documentation.
• Develop and refine templates and project workflows.
• Lead administrative segments of large projects and cross-office coordination.
• Guide junior staff in project coordination practices and maintain data integrity.

Skills

Project coordination

MS Office

Smartsheet

MS Project

Excel trackers

SharePoint

Procore

Documentation management

Contracts & invoicing

Cross-functional teamwork

Education

High school diploma

Associate's Degree

Bachelor's degree preferred

Tools

Primavera

Oracle

Deltek

Job description

This Opportunity

WSP is seeking an Associate Project Coordinator for our Power & Energy Program Management Office in Charlotte, NC. The successful candidate can work remotely but is preferred to have the ability to travel to a WSP and/or Client office for periodic face‑to‑face meetings. Provides advanced administrative and logistical support to project teams by coordinating activities that promote operational efficiency, documentation integrity, and cross‑functional collaboration. Oversees complex assignments requiring the ability to interpret project plans, manage information workflows, and ensure timely execution of critical tasks. Works independently with minimal supervision to resolve issues, implement process improvements, and contribute to successful project delivery. Serves as a key liaison between project managers, internal departments, and external stakeholders to facilitate seamless project coordination and reporting.

Your Impact

• Develop and maintain detailed project logs, schedules, and status reports for use by internal teams and clients.
• Coordinate the creation, formatting, and finalization of client deliverables related to resource management, ensuring consistency and adherence to established standards.
• Track project milestones and proactively follow up with team members to ensure completion of assigned responsibilities.
• Manage internal documentation systems and repositories, applying version control and audit protocols.
• Assist with data entry and verification for cost reports, timesheets, and vendor submissions.
• Facilitate project meetings by preparing agendas, recording notes, tracking action items, and distributing follow‑up materials.
• Support onboarding of project staff by coordinating required access, credentials, and documentation.
• Assist in the resolution of administrative and logistical challenges by identifying root causes and recommending improvements.
• Coordinate updates to project dashboards and reporting tools, including cross‑checking input from multiple contributors.
• Provide support in audit and compliance reviews by compiling required documentation and maintaining detailed records.
• Contribute to the development and refinement of templates, procedures, and project coordination workflows.
• Lead or co‑lead administrative segments of large projects or task orders requiring coordination between multiple offices.
• Serve as a resource and provide guidance to more junior staff on project coordination practices.
• Anticipate risks related to schedule, documentation, or compliance, and elevate appropriately with recommendations.
• Track deliverable production cycles and assist in developing timelines and quality check protocols.
• Exercise responsible and ethical decision‑making regarding company funds, resources, and conduct, and adhere to WSP’s Code of Conduct and related policies and procedures.
• Perform additional responsibilities as required by business needs.

Who You Are

Required Qualifications

• High school diploma or equivalent.
• Minimum of 5 years of relevant post‑education experience in related job capacity.
• Strong understanding of project lifecycles, including planning, execution, and close‑out phases.
• Demonstrated ability to independently manage multiple priorities in a fast‑paced project environment.
• Advanced proficiency with Microsoft Office Suite and project tracking tools such as Smartsheet, MS Project, or Excel‑based trackers.
• Experience with documentation management platforms such as SharePoint, Procore, or similar systems.
• Knowledge of administrative controls related to contracts, invoicing, and procurement activities.
• Strong attention to detail and commitment to maintaining data accuracy and integrity.
• Ability to interpret and implement project coordination policies, procedures, and standards.
• Professional communication skills for drafting correspondence, managing inquiries, and presenting project updates.
• Experience compiling data and generating reports tailored to diverse audiences and stakeholders.
• Capacity to identify process inefficiencies and suggest or implement enhancements.
• Comfort navigating cross‑functional relationships between technical, administrative, and financial teams.
• Strong problem‑solving skills with the ability to resolve non‑standard challenges using sound judgment.
• Skilled in time management and able to monitor and coordinate across multiple task owners and deadlines.
• Ability to work independently with minimal direction and to prioritize tasks based on changing project needs.
• Experience managing documentation associated with subconsultants, contracts, and permits.
• Ability to maintain confidentiality and handle sensitive materials appropriately.
• Track record of contributing to successful team coordination on medium to large‑scale projects.
• Ability to lead documentation audits or coordinate data gathering during internal or external reviews.
• Willingness to support the development of junior staff in coordination‑related tasks.
• Demonstrated reliability, initiative, and accountability in supporting project teams.
• Ability to meet attendance schedule with dependability and consistency.

Preferred Qualifications

• Associate's Degree
• Experience supporting multi‑office or multidisciplinary project teams.
• Familiarity with Primavera, Oracle, or Deltek systems.
• Exposure to AEC project documentation standards, including QA/QC practices.
• Knowledge of regulatory and contractual documentation requirements in infrastructure or transportation projects.
• Professional training or coursework in project coordination, document control, or construction administration.
• To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

About WSP

ABOUT US

WSP USA is the U.S. operating company of WSP, one of the world's leading engineering and professional services firms. Dedicated to serving local communities, we are engineers, planners, technical experts, strategic advisors and construction management professionals. WSP USA designs lasting solutions in the buildings, transportation, energy, water and environment markets. With more than 15,000 employees in over 300 offices across the U.S., we partner with our clients to help communities prosper.

www.wsp.com

WSP provides a flexible and agile workplace model while meeting client needs. Employees are also afforded a comprehensive suite of benefits including medical, dental, vision, disability, life, and retirement savings focused on providing health and financial stability throughout the employee’s career.

At WSP, we want to give our employees the challenges they seek to grow their careers and knowledge base. Your daily contributions to your team will be essential in meeting client objectives, goals and challenges. Are you ready to get started?

WSP USA (and all of its U.S. companies) is an Equal Opportunity Employer Race/Age/Color/Religion/Sex/Sexual Orientation/Gender Identity/National Origin/Disability or Protected Veteran Status.

The selected candidate must be authorized to work in the United States.

NOTICE TO THIRD PARTY AGENCIES

WSP does not accept unsolicited resumes from recruiters, employment agencies, or other staffing services. Unsolicited resumes include any resume or hiring document sent to WSP in the absence of a signed Service Agreement where WSP has expressly requested recruitment/staffing services specific to the position at hand. Any unsolicited resumes, including those submitted to hiring managers or other business leaders, will become the property of WSP and WSP will have the right to hire that candidate without reservation – no fee or other compensation will be owed or paid to the recruiter, employment agency, or other staffing service.