Program Management Office (PMO)/Document Controls

WSP in the U.S.; Columbus (OH); On-site; USD 94,000 - 112,000; Full time

Benefits offered by this job

Medical insurance

Dental coverage

Vision coverage

Disability insurance

Life insurance

Retirement savings

Paid sick leave

Paid vacation

Paid parental leave

PTO for bereavement/voting/naturaliz.

Job summary

WSP is seeking a Program Management Office (PMO)/Document Controls staff member to work out of Columbus, OH, supporting the USPS Team. This role involves tracking funding, invoices, document control, and executive reporting to help project managers meet client objectives.

The ideal candidate has 5+ years of admin project support experience, a Bachelor's degree or equivalent, and strong MS Office skills. The position offers a full-time schedule with comprehensive benefits and growth opportunities

Qualifications

• 5+ years of experience in administrative project support.
• Bachelor's degree or equivalent.
• Self-starter capable of leading tasks with little direction.
• Must possess a high level of professionalism and positive attitude when interacting with colleagues, clients, guests and other employees in the office
• Demonstrated advanced skill using Microsoft Office applications with emphasis on Excel, Word and PowerPoint
• Comfortable working in a fast-paced environment with short deadlines, interruptions, and multiple tasks
• Excellent interpersonal and written and verbal communication skills
• Initiative to anticipate needs and complete important tasks without being asked
• Ability to prioritize assignments with minimal supervision and strong time management
• Strong team player and confidentiality
• Technological skills for data entry, calendar management, and reporting

Responsibilities

• Track contract and project funding, monthly invoices and update tracking spreadsheets to support project managers and the Program Manager.
• Interface with subcontractors to ensure invoices are submitted on time and according to subcontractor agreements.
• Assist in procurement protocols and checklists with the Program Team.
• Aid project managers in cost and technical proposals and project delivery.
• Documentation management for project or office related materials.
• Deliverable support for submissions, proposals and client/internal reports.
• Provide administrative support to Business Line Leaders and Senior Project Managers in federal programs, including meeting coordination and minutes.
• Provide technical/project assistance, document control, records management and uploading of documents to project websites.
• Analyze and create executive summary tables or reports from large data sets.
• Assist marketing with tracking of RFPs and proposal timelines.
• Adhere to Code of Conduct and use of company funds.
• Perform additional responsibilities as required by business needs.

Skills

Professionalism

Interpersonal skills

Communication skills

Time management

Team player

Discretion

Data entry

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Excel

Word

PowerPoint

Oracle

Adobe Acrobat

Job description

This Opportunity

WSP is currently initiating a search for a

Job Description

This Opportunity

WSP is currently initiating a search for a Program Management Office (PMO)/Document Controls staff member to work out of Columbus, OH. Be involved in the program and projects with our USPS Team and be a part of a growing organization that meets our client’s objectives and solves their challenges.

Your Impact

• Track contract and project related funding, monthly invoices and update various tracking spreadsheets to support our project managers and the Program Manager;
• Interface with subcontractors to ensure invoices are submitted on time and according to subcontractor agreements;
• Assistance in various procurement protocols and checklists working with the Program Team;
• Aid project managers in cost and technical proposals and project delivery;
• Documentation management (copy, mail and file any documentation that pertain to projects or office);
• Deliverable support activities related to submissions, proposals and reports to clients and internal managers.
• Provides administrative support to Business Line Leaders, Local Business Leaders and Senior Project Managers in federal programs including scheduling of team/project/client meetings and drafting of minutes, follow-ups, communication, and coordination of activities in an office or project site (including catering orders meeting preparation, plus provides on-site support for day of meeting to include printing, catering, travel support for attendees, special seating needs, AV support).
• Responsible for technical/project assistance, document control (electronic and hard copy), records management processes (filing, archiving), which includes assistance with project-specific reports, data management, uploading of documents to project websites, project file structure assistance, and program administration.
• Analyze and provide executive summary tables or reports from large data sets.
• May assist marketing leads with tracking of RFPs and proposal timelines, and provide proposal delivery assistance.
• 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

• 5+ years of experience in administrative project support
• Bachelors degree, or equivalent
• Self-starter capable of leading tasks with little direction or supervision
• Must possess a high level of professionalism and positive attitude when interacting with colleagues, clients, guests and other employees in the office
• Demonstrated advanced skill using Microsoft Office applications is required with emphasis on creating Excel spreadsheets, formatting Word documents and developing PowerPoint presentations
• Must be comfortable working in a fast-paced environment with short deadlines, interruptions, and multiple tasks
• Positive employee engagement is a priority.
• Must possess excellent interpersonal and written and verbal communication skills
• Must have initiative with ability to anticipate needs and complete important tasks without needing to be asked.
• Must be able to prioritize assignments with no supervision along with time management, resourcefulness, fine attention to detail and follow-through.
• Must be a strong team player.
• Must be able to use discretion and confidentiality.
• Possess technological skills necessary to perform data entry, manage team calendars, and create company reports as needed.

Preferred Qualifications

• 3 years of experience working with USPS projects.
• Experience in the engineering consulting industry is preferred
• Knowledge of Oracle and Adobe Professional is preferred

WSP Benefits

WSP provides a comprehensive suite of benefits focused on providing health and financial stability throughout the employee's career.

• coverage related to medical, dental, vision, disability, and life;
• retirement savings;
• paid sick leave;
• paid vacation (or other personal time);
• paid parental leave;
• paid time off for purposes of bereavement, voting, and/or attendance at naturalization proceedings.

Compensation

Expected Salary (all locations): $94,300 - $112,400

About WSP

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.