Project Coordinator

SupportFinity™; Maine; On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Comprehensive medical, dental, and vision benefits

Life insurance

Retirement savings plan

Job summary

SupportFinity™ is looking for an in-house Project Coordinator at their Portland, Maine office. In this role, you will support Project Managers and collaborate with the Engineering Team to meet client objectives. Your tasks will involve project planning, budget tracking, document preparation, and ensuring compliance with quality management processes.

The ideal candidate will possess excellent organizational and communication skills, a valid driver's license, and proficiency in Microsoft Office 365. A flexible work schedule and a team-oriented attitude are essential for success in this position.

Qualifications

• Excellent organizational skills with strong written and verbal communication.
• Ability to manage multiple projects and meet deadlines.
• Proficiency in Microsoft Office 365 and Adobe software.

Responsibilities

• Support Project Managers in planning and executing projects.
• Assist in maintaining project Work Breakdown Structure.
• Track budgets and expenditures under Project Managers' guidance.

Skills

Organizational skills

Written communication

Verbal communication

Interpersonal skills

Time management

Microsoft Office 365

Education

High School diploma (or equivalent)

Associate’s or Bachelor’s degree

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Adobe software

Job description

Job Description

WSP is currently initiating a search for an in‑house Project Coordinator for our Portland, Maine office. In this role you will work with the WSP USA Earth & Environment Team and help the organization meet client objectives and solve their challenges.

The Portland office is part of a small, flexible work environment that is connected to a large international organization’s resources and opportunities.

Your Impact

• Support Project Managers and internal stakeholders in planning and executing projects.
• Coordinate project setup and closing as per WSP’s Project Delivery procedures.
• Assist with developing and maintaining the project Work Breakdown Structure and schedule.
• Setup and maintain budget and expenditure tracking under the guidance of Project Managers.
• Interface with the accounting team regarding client invoicing, payments, and the monthly project billing cycle.
• Maintain project contracts and documentation for sub‑consultants, contractors, and vendors.
• Track and manage compliance with quality management processes or plans.
• Coordinate and document project team communications.
• Coordinate document delivery, updates, filing, and implement other control systems.
• Visible support resource for knowledge of WSP systems and protocols.
• Provide non‑technical document review, proofreading for accuracy, completeness, and compliance with corporate policies, formatting adherence, including grammar, punctuation, and spelling.
• Prepare Excel spreadsheets.
• Assist project team members with document formatting, copying, report production, binding, shipping, filing, and scanning.
• Prepare documents and items for FedEx pickup.

Required Qualifications

• High School diploma (or equivalent); Associate’s or Bachelor’s degree preferred.
• Excellent organizational skills including strong written and verbal communication.
• Excellent interpersonal skills and the ability to work as part of various teams or independently as required.
• Demonstrated ability to work on multiple projects and meet strict and conflicting deadlines.
• A positive, collegial attitude and high level of professionalism.
• A valid driver’s license.
• Professional company image through in‑person and phone interaction.
• Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook) and Adobe software.
• Experience with technical editing and document production (multi‑section reports, appendices, tables of contents, etc.).
• Willingness to learn technical and business vocabulary.
• Strong time‑management, written communication, planning, organization, creativity, team building, collaboration, and interpersonal skills.
• Initiative, independence, and ability to coordinate efforts from multi‑discipline teams to deliver multiple, simultaneous deliverables with strict deadlines.
• Flexibility with work schedules and ability to adjust to multiple and concurrent deadlines.

Preferred Qualifications

• Three or more years of professional administrative work experience.
• Three or more years of directly related experience in the engineering consulting environment.

Benefits

Employees are afforded a comprehensive suite of benefits including medical, dental, vision, disability, life insurance, and retirement savings focused on providing health and financial stability throughout the employee’s career.

Equal Opportunity Employer

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.

Work Authorization

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