Project Admin & Coordination Specialist — Flexible Schedules

WSP; Portland (ME); On-site; USD 52,000 - 60,000; Full time

Benefits offered by this job

Comprehensive benefits

Paid time off

Job summary

WSP is seeking an in-house Project Administrator for our Portland, Maine office to support project managers, coordinate documents, and maintain project contracts and sub-consultant records.

The role requires strong Microsoft Office skills, excellent organization, and the ability to manage multiple deadlines; you will interface with accounting, AP/AR, and internal teams while contributing to formatting and quality control.

Qualifications

• High School diploma (or equivalent); Associate’s or Bachelor’s preferred.
• Proficiency with Microsoft Office 365: Word, Excel, PowerPoint, Outlook; Adobe software.
• Experience with technical editing and document production (reports, appendices, tables of contents).
• Excellent organizational, written and verbal communication skills.
• Ability to work on multiple projects and meet tight deadlines.

Responsibilities

• Support Project Managers and internal stakeholders in planning and executing projects.
• Coordinate document delivery, filing, review, and formatting for accuracy and compliance.
• Prepare Excel spreadsheets, PowerPoint decks, and Word documents.
• Assist team with document formatting, binding, shipping, scanning.
• Prepare documents for FedEx pickup.
• Coordinate project communications and maintain contracts with sub-consultants and vendors.
• Interface with Accounts Payable/Receivable on invoicing and project billing.
• Coordinate project setup and closing per WSP procedures.
• Track budgets and expenditures under PM guidance.
• Ensure compliance with quality management processes.
• Be a visible resource for knowledge of WSP systems and protocols.

Skills

Communication

Teamwork

Time management

Professionalism

Verbal communication

Education

High School diploma

Associate/Bachelor preferred

Tools

Microsoft Office 365

Adobe software

Job description

WSP is seeking an in-house Project Administrator for our Portland, Maine office to support project managers, coordinate documents, and maintain project contracts and sub-consultant records.

The role requires strong Microsoft Office skills, excellent organization, and the ability to manage multiple deadlines; you will interface with accounting, AP/AR, and internal teams while contributing to formatting and quality control.