Senior Administrative Project Coordinator

WSP in the U.S.; Portland (ME); On-site; USD 57,400 - 71,000; Full time

Benefits offered by this job

Comprehensive benefits package

Professional growth opportunities

Retirement savings & paid time off

Job summary

WSP is seeking a Senior Administrative Project Coordinator for our Portland, Maine office to support our Earth & Environment Team. You will coordinate project setup, maintain budgets, and manage invoicing and documentation for sub-consultants and vendors.

This role blends office administration with project support activities in a dynamic, collaborative environment. You will work with project managers and internal stakeholders, ensuring timely communication, quality control, and adherence to

Qualifications

• Excellent organizational skills with strong written and verbal communication.
• Ability to manage multiple projects and meet tight deadlines.
• Professional demeanor and ability to interface with clients and teams.

Responsibilities

• Support Project Managers and internal stakeholders in planning and executing projects.
• Coordinate project setup and closing per WSP’s Project Delivery procedures.
• Setup and maintain budget and expenditure tracking under guidance of Project Managers.
• Interface with accounting on client invoicing, payments, and monthly billing cycle.
• Maintain contracts and documentation for sub-consultants, contractors, and vendors.
• Track compliance with quality management processes or plans.
• Coordinate and document project team communications.
• Prepare Excel spreadsheets and assist with document formatting, reports, shipping and filing.
• Prepare documents and items for FedEx pick up.

Skills

Excellent organizational skills

Strong written and verbal comms

Interpersonal skills

Multitasking / multi-project mgmt

Professional demeanor

Independent and team collaboration

Time management

Initiative

Deadline adaptability

Budget tracking / invoicing exposure

Education

High School diploma

Associate’s or Bachelor’s degree preferred

Tools

Microsoft Office 365

Adobe software

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 Senior Administrative Project Coordinator 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 project setup and closing as per WSP’s Project Delivery procedures
• 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 requirements of 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, compliance with corporate policies, formatting adherence, including grammar, punctuation, and spelling
• Preparation of Excel spreadsheets
• Assist project team members with document formatting, copying, report production, binding, shipping, filing and scanning
• Prepare documents & items for FedEx pick up.

Who You Are

Required Qualifications

• High School diploma (or equivalent), Associate’s or Bachelor’s degree preferred
• 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
• 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.)
• 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

• 10+ years of professional administrative work experience
• 10+ 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): $57,400 - $71,000

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.