Project Coordinator - Power Delivery Project Management

WSP USA; Portland (ME); On-site; USD 70,000 - 100,000; Full time

Benefits offered by this job

Medical coverage

Dental coverage

Vision coverage

Retirement savings

Paid sick leave

Paid vacation

Job summary

WSP USA is seeking a Power Delivery Project Management Project Coordinator to provide advanced administrative and logistical support to project teams, manage documentation integrity, and coordinate cross-functional communications.

The role requires 5+ years of relevant experience, proficiency with Microsoft Office, SharePoint/Procore, and track records in scheduling, reporting, and cost control. This is an on-site position in Portland, ME.

Qualifications

• Requires high school diploma or equivalent; 5+ years of related experience preferred.
• Proficient in Microsoft Office and project tracking tools (Smartsheet, MS Project, Excel-based trackers).
• Experience with documentation management platforms such as SharePoint or Procore.

Responsibilities

• Lead or assist project managers in creation of project setup and documentation.
• Develop and maintain detailed project logs, schedules, financial reports, and status reports for internal and client use.
• Coordinate creation, formatting, and finalization of client deliverables in line with standards.
• Track milestones, manage documentation systems, and support audit/compliance reviews.

Skills

Multitasking

Communication

Independent work

Time management

Team collaboration

Education

High school diploma

Associate's Degree

Tools

MS Office Suite

Smartsheet

MS Project

SharePoint

Procore

Job description

WSP is currently initiating a search for a Power Delivery Project Management Project Coordinator.

Be involved in projects with our Project Management Team and be a part of a growing organization that meets our clients' objectives and solves their challenges.

This Opportunity

Provides advanced administrative and logistical support to project teams by coordinating activities that promote operational efficiency, documentation integrity, and cross-functional collaboration. Oversees complex assignments requiring the ability to interpret project plans, manage information workflows, and ensure timely execution of critical tasks. Works independently with minimal supervision to resolve issues, implement process improvements, and contribute to successful project delivery. Serves as a key liaison between Project Managers, Project Leads, internal departments, and external stakeholders to facilitate seamless project coordination and reporting

Your Impact

• Lead or assist the Project Manager in creation of project setup.
• Develop and maintain detailed project logs, schedules, Financial Reports and status reports for use by internal teams and clients.
• Coordinate the creation, formatting, and finalization of client deliverables, ensuring consistency and adherence to established standards.
• Lead the creation, administration and distribution of critical documentation including contracts, financial reports, submittals, RFIs, and project Change Orders.
• Track project milestones and proactively follow up with team members to ensure completion of assigned responsibilities.
• Manage internal documentation systems and repositories, applying version control and audit protocols.
• Serve as a primary point of contact for project-related inquiries, supporting internal and external communication flows.
• Collaborate with Procurement and Finance teams to monitor project budgets, coordinate invoice approvals, and ensure timely payments.
• Assist with data entry and verification for cost reports, timesheets, and vendor submissions.
• Facilitate project meetings by preparing agendas, recording notes, tracking action items, and distributing follow-up materials.
• Support onboarding of project staff by coordinating required access, credentials, and documentation.
• Assist in the resolution of administrative and logistical challenges by identifying root causes and recommending improvements.
• Coordinate updates to project dashboards and reporting tools, including cross-checking input from multiple contributors.
• Provide support in audit and compliance reviews by compiling required documentation and maintaining detailed records.
• Ensure documentation related to safety plans, quality assurance, and regulatory requirements are maintained and distributed appropriately.
• Contribute to the development and refinement of templates, procedures, and project coordination workflows.
• Monitor the use of shared project resources such as drives, software platforms, and communication tools to ensure team-wide alignment.
• Lead or co-lead administrative segments of large projects or task orders requiring coordination between multiple offices.
• Serve as a resource and provide guidance to more junior staff on project coordination practices.
• Anticipate risks related to schedule, documentation, or compliance, and escalating appropriately with recommendations.
• Track deliverable production cycles and assist in developing timelines and quality check protocols.
• 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

• High school diploma or equivalent.
• Minimum of 5+ years of relevant post-education experience in related job capacity.
• Strong understanding of project lifecycles, including planning, execution, and close-out phases.
• Demonstrated ability to independently manage multiple priorities in a fast-paced project environment.
• Advanced proficiency with Microsoft Office Suite and project tracking tools such as Smartsheet, MS Project, or Excel-based trackers.
• Experience with documentation management platforms such as SharePoint, Procore, or similar systems.
• Knowledge of administrative controls related to contracts, invoicing, and procurement activities.
• Strong attention to detail and commitment to maintaining data accuracy and integrity.
• Ability to interpret and implement project coordination policies, procedures, and standards.
• Professional communication skills for drafting correspondence, managing inquiries, and presenting project updates.
• Experience compiling data and generating reports tailored to diverse audiences and stakeholders.
• Capacity to identify process inefficiencies and suggest or implement enhancements.
• Comfort navigating cross-functional relationships between technical, administrative, and financial teams.
• Strong problem-solving skills with the ability to resolve non-standard challenges using sound judgment.
• Skilled in time management and able to monitor and coordinate across multiple task owners and deadlines.
• Ability to work independently with minimal direction and to prioritize tasks based on changing project needs.
• Experience managing documentation associated with subconsultants, contracts, and permits.
• Ability to maintain confidentiality and handle sensitive materials appropriately.
• Track record of contributing to successful team coordination on medium to large-scale projects.
• Ability to lead documentation audits or coordinate data gathering during internal or external reviews.
• Willingness to support the development of junior staff in coordination-related tasks.
• Demonstrated reliability, initiative, and accountability in supporting project teams.
• Ability to meet attendance schedule with dependability and consistency.

Preferred Qualifications

• Associate's Degree.
• Experience supporting multi-office or multidisciplinary project teams within a consulting engineering firm.
• Familiarity with Primavera, Oracle, or Deltek systems.
• Familiarity with electric distribution design processes and timelines.
• Exposure to AEC or PMI project documentation standards, including QA/QC practices.
• Knowledge of regulatory and contractual documentation requirements in Power Delivery or Electric Utility projects.
• Professional training or coursework in project coordination, document control, or construction administration.

WSP Benefits

WSP provides a comprehensive suite of benefits focused on a 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.

• coverage related to medical, dental, vision, disability, and life
• retirement savings
• paid sick leave
• paid vacation (or other personal time)