Project Delivery Specialist 2

NextGenEnergyJobs; Portland, Northern (ME, KY); Hybrid; USD 45,000 - 70,000; Full time

Job summary

Woodard & Curran is seeking an experienced project coordinator to support multiple project teams with administrative tasks, document management, and client communications.

The role emphasizes strong organizational skills, proficiency in Microsoft Office, and attention to detail to ensure quality deliverables and on-time project milestones. This position offers a collaborative environment in a professional services firm.

Qualifications

• Bachelor's degree or equivalent combination of education and 3-4 years of related experience.
• Experience supporting projects, contracts, client-facing activities, or administrative operations in a professional services environment.
• Strong proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Teams, SharePoint).

Responsibilities

• Coordinate meetings and calendars across project teams.
• Assist travel, expense reports, and travel logistics.
• Prepare deliverables in Word/PowerPoint/Excel per branding.
• Distribute client deliverables in electronic and hard copy.
• Support project setup: folders, proposals, pipeline tracking.
• Lead QA coordination: kickoffs, reviews, closeouts.
• Manage project records retention and archiving.
• Collaborate across departments to resolve admin issues.
• Verify subcontractor docs: contracts, W-9s, insurance.
• Create SharePoint sites and Teams spaces.
• Support office ops and process improvements.

Skills

Organizational skills

Microsoft Office

Communication skills

Time management

Problem solving

Team collaboration

Education

Bachelor's degree or equivalent

Tools

D365

Job description

Woodard & Curran is an employee-owned engineering, science, and operations firm dedicated to clean water, a safe environment, healthy communities, and happy people.

Key Responsibilities

• Support project teams by coordinating meetings, managing calendars, assisting with travel arrangements, processing expense reports, and organizing project-related activities.
• Assist with project administration activities including research, printing, scanning, shipping services, document management, and coordination of project logistics.
• Format, edit, proofread, and prepare project deliverables using Microsoft Word, PowerPoint, and Excel while ensuring Woodard & Curran branding and quality standards are maintained.
• Coordinate the production and distribution of client deliverables in electronic and hard-copy formats and track receipt of final deliverables.
• Support project setup activities, including creation of project folders, proposal tracking, opportunity setup, and monitoring pipeline information.
• Champion Project Quality Assurance (PQA) processes by coordinating project kickoffs, technical reviews, closeout activities, and required documentation.
• Lead project records retention efforts, including project closeout documentation, archiving, scanning, and records management activities.
• Collaborate with internal departments and project teams to resolve administrative and project support issues.
• Verify subcontractor compliance requirements including contracts, W-9 forms, insurance certificates, and health and safety documentation.
• Track project-related certificates of insurance and support ongoing compliance efforts.
• Support work order management for ongoing client contracts and assist in maintaining consistent proposal formatting and client communications.
• Create and maintain SharePoint sites, Microsoft Teams collaboration spaces, and other project communication tools.
• Support office operations and ongoing process improvement initiatives that enhance project delivery efficiency.

Requirements

• Bachelor's degree, relevant certification, or equivalent combination of education and 3-4 years of related experience.
• Experience supporting projects, contracts, client-facing activities, or administrative operations in a professional services environment.
• Strong proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, Teams, and SharePoint.
• Experience with D365 or similar project management software is preferred.
• Exceptional organizational skills with the ability to prioritize competing priorities and manage multiple projects simultaneously.
• Strong attention to detail and commitment to quality.
• Ability to work independently while collaborating effectively across project teams and departments.
• Excellent written and verbal communication skills.
• Confidence working in an environment where priorities may shift and ambiguity exists.
• Ability to identify issues, recommend solutions, and proactively move projects forward.
• Demonstrated ability to support onboarding, training, or mentoring of colleagues is a plus.
• Strong customer service mindset and professionalism when interacting with internal and external stakeholders.
• Adaptable and comfortable with change.
• Highly organized with excellent time management skills.
• Creative problem solver who can think proactively.
• Assertive and confident in helping teams meet deadlines and project requirements.
• Collaborative and relationship-focused.
• Motivated to continuously improve processes and deliver exceptional client service.