Project Admin & Coordination Specialist

WSP in the U.S.; Portland (ME); On-site; USD 52,000 - 60,000; Full time

Benefits offered by this job

Comprehensive benefits

Paid time off

Job summary

WSP in the U.S. is seeking an in-house Project Administrator for our Portland, Maine office, to support the Earth & Environment Team and help deliver client projects. You will coordinate document delivery, prepare Excel/PowerPoint/Word materials, and assist with invoices, contracts, and project setup.

A strong office suite user with organizational skills is essential. Join a team that combines a small, flexible environment with the resources of a global firm, offering growth opportunities in a

Qualifications

• High School diploma or equivalent, Associate’s or Bachelor’s degree preferred.
• Proficiency with Word, Excel, PowerPoint, Outlook, and Adobe software.
• Experience with technical editing and document production (multi-section reports, Appendices, TOCs).
• Excellent organizational, written, and verbal communication skills.

Responsibilities

• Support Project Managers and internal stakeholders in planning and executing projects.
• Coordinate document delivery, updates, filing, and control systems with compliance checks.
• Prepare Excel spreadsheets, PowerPoint presentations, and Word documents.
• Assist with document formatting, report production, binding, shipping, filing and scanning.
• Prepare documents and items for FedEx pick up.
• Coordinate and document project team communications.
• Maintain project contracts and documentation for sub-consultants, contractors, and vendors.
• Interface with Accounts Payable/Receivable and invoicing teams; monthly billing.
• Coordinate project setup and closing per Project Delivery procedures.
• Maintain budget/expenditure tracking under PM guidance.
• Track compliance with quality management processes or plans.
• Be a visible resource for knowledge of WSP systems and protocols.

Skills

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Adobe software

Excellent written and verbal skills

Time management

Team collaboration

Education

High School diploma or equivalent

Associate’s or Bachelor’s degree preferred

Tools

Microsoft Office 365

Job description

WSP in the U.S. is seeking an in-house Project Administrator for our Portland, Maine office, to support the Earth & Environment Team and help deliver client projects. You will coordinate document delivery, prepare Excel/PowerPoint/Word materials, and assist with invoices, contracts, and project setup.

A strong office suite user with organizational skills is essential. Join a team that combines a small, flexible environment with the resources of a global firm, offering growth opportunities in a