Project Administrator Support

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

This Opportunity
WSP is currently initiating a search for an in-house

Job Description
This Opportunity
WSP is currently initiating a search for an in-house Project Administrator for our Portland, Maine office. Be involved in projects with our WSP USA Earth & Environment Team and be a part of a growing organization that meets our client’s objectives and solves their challenges.
Join our Portland WSP Team, who are a team of dedicated professionals working to find solutions for our diverse customer base and takes pride in maintaining a small tight knit, flexible work environment while also having a large international organization’s structure, resources, and opportunities. Our Portland office is in the heart of Downtown Portland; a diverse and lively city with an outstanding restaurant scene and lots to do if you’re an outdoor enthusiast or love the Arts – something for everyone. This is an opportunity to work with our talented Scientists and Engineers in one of WSP’s focused growth areas. If this appeals to you, we would like the opportunity to discuss with you further as we grow our team to support our current workload and advance strategic planning towards our future vision.
Your Impact

• Support Project Managers and internal stakeholders in planning and executing projects
• Coordinate document delivery, updates, filing, and implement other control systems including non-technical document review, proofreading for accuracy, completeness, compliance with corporate policies, and formatting adherence for grammar, punctuation, and spelling
• Preparation of Excel spreadsheets, PowerPoint presentations, and Microsoft Word documents
• Assist project team members with document formatting, copying, report production, binding, shipping, filing and scanning
• Prepare documents & items for FedEx pick up
• Coordinate and document project team communications
• Maintain project contracts and documentation for sub-consultants, contractors, and vendors including routine interface with WSP’s Accounts Payable/Receivable teams
• Interface with the accounting team regarding client invoicing, payments, and the monthly project billing cycle
• Coordinate project setup and closing as per WSP’s Project Delivery procedures
• Setup and maintain budget and expenditure tracking under the guidance of Project Managers
• Track and manage compliance with requirements of quality management processes or plans
• Visible support resource for knowledge of WSP systems and protocols

Who You Are
Required Qualifications

• High School diploma (or equivalent), Associate’s or Bachelor’s degree preferred
• Demonstrated proficiency in Microsoft Office 365: Word, Excel, PowerPoint, Outlook, and Adobe software
• Demonstrated experience with technical editing, document production (multi-section reports, Appendices, Table of contents, etc.)
• Excellent organizational skills including strong written and verbal communication skills
• Excellent interpersonal skills including the ability to work as a member of various teams or to work independently as required
• Demonstrated ability to work on multiple projects and complete high-quality work against strict and conflicting deadlines
• A positive, collegial attitude and a high level of professionalism are essential
• A valid driver's license
• Project a professional company image through in-person and phone interaction
• Ability and willingness to learn technical and business vocabulary
• Demonstrated ability with effective time-management, written communication, planning, organization, creativity, team building, collaboration and interpersonal skills
• A demonstrated ability to take initiative and be able to work independently, be able to work / coordinate efforts from multi-discipline teams and successfully facilitate development and delivery of multiple, simultaneous deliverables with strict deadlines
• Flexible work schedules and able to adjust to multiple and concurrent deadlines

Preferred Qualifications

• 5+ years of professional administrative work experience
• 5+ years of directly related experience in the engineering consulting environment

WSP Benefits:
WSP provides a comprehensive suite of benefits focused on providing health and financial stability throughout the employee’s career. These benefits include coverage related to medical, dental, vision, disability, and life; retirement savings; paid sick leave; paid vacation (or other personal time); paid parental leave; and paid time off for purposes of bereavement, voting, and/or attendance at naturalization proceedings.
Compensation:
Expected Salary (all locations): $52,000 - $60,000
WSP USA is providing the compensation range that the company in good faith believes it might pay and offer for this position, based on the successful applicant’s education, experience, knowledge, skills, abilities in addition to internal equity and specific geographic location. WSP USA reserves the right to ultimately pay more or less than the posted range and offer additional benefits and other compensation, depending on circumstances not related to an applicant’s sex or other status protected by local, state, and/or federal law.