Senior Coordinator - Project Coordination

WSP Global Inc.; Austin (TX); On-site; USD 34,000 - 48,000; Full time

Benefits offered by this job

Benefits package

Job summary

WSP Global Inc. is seeking an organized Commissioning Administrator to support the Central Region across Dallas, Houston, and Austin. You will handle calendars, contracts, project folders, and financial reports while coordinating meetings and marketing support for ongoing projects.

The role requires strong MS Office skills, familiarity with Smartsheet/Bluebeam, and experience with cloud file sharing platforms. Excellent communication and teamwork are essential.

Qualifications

• High School Diploma required and four+ years of administrative support experience.
• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint).
• Familiarity with Smartsheet and Bluebeam is a plus.
• Experience with cloud file sharing platforms (SharePoint/ShareFile/Newforma/Dropbox/Box).
• Strong computer and typing skills; deadline-driven and organized.

Responsibilities

• Maintain project calendar and publish schedules to the project team.
• Assist in preparing materials for project pursuits.
• Assist in processing contracts and sub-consultant contracts.
• Create project folders electronically and in binders.
• Manage quality control of folders and binders.
• Assist in generating project financial management reports.
• Assist in tracking invoices and payments.
• Provide marketing and business development support.
• Generate and submit staff expense reports.
• Process monthly reports and update project status sheets weekly.
• Organize weekly Cx meetings to review project status.
• Create and send monthly Sub Consultant Summary updates.
• Prepare and process Cx documents; proof for Cx agents/technicians.
• Create project portfolios at project end; handle general admin tasks.

Skills

MS Office

Typing skills

Communication

Team orientation

Deadline management

Self-motivated

Education

High School Diploma

Associate’s Degree

Tools

Smartsheet

Bluebeam

SharePoint

ShareFile

Newforma

Dropbox

Box

Job description

Job Description

Who We Are

WSP USA is the U.S. operating company of WSP, one of the world's leading engineering and professional services firms. Dedicated to serving local communities, we are engineers, planners, technical experts, strategic advisors and construction management professionals. WSP USA designs lasting solutions in the buildings, transportation, energy, water and environment markets. With more than 15,000 employees in over 300 offices across the U.S., we partner with our clients to help communities prosper. www.wsp.com WSP provides a flexible and agile workplace model while meeting client needs. Employees are also afforded a comprehensive suite of benefits including medical, dental, vision, disability, life, and retirement savings focused on providing health and financial stability throughout the employee’s career. The WSP USA team is built on a foundation of technical competence, wide-ranging experience and collaborative focus. Our team includes licensed professional mechanical and electrical engineers, certified low voltage system engineers, certified sustainable design engineers, commissioning agents, lighting designers and BIM specialists. WSP approaches each project appreciating that every client and every building is unique, thus requiring our collaborative efforts and integrated design for optimal solutions. 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. The selected candidate must be authorized to work in the United States.

This Opportunity

WSP USA, an award winning and innovative multi-disciplinary engineering consulting firm, seeks a Commissioning Administrator for our Central Region, supporting the Dallas, Houston, and Austin offices. WSP USA works closely with architects and owners from around the world on large, complex projects with a focus on sustainability and energy performance of the built environment.

The commissioning administration is responsible for managing and implementing the commissioning process for projects.

Your Impact

• Maintaining project calendar including project schedules and publishing to project team.
• Assist in preparation of any materials required for project pursuit.
• Assist in processing contracts and sub-consultant contracts.
• Creates project folders electronically and project binders.
• Manages quality control of project folders and project binders.
• Assist in generating project financial management reports.
• Assist in tracking invoices and project payments.
• Marketing and business development support.
• Staff expense report generation and submission.
• Processes monthly reports.
• Updates project status sheet weekly.
• Organizes weekly Cx meeting to review project status.
• Creates and sends monthly Sub Consultant Summary updates.
• Prepares and processes Cx documents.
• Proofs documents for Cx agents/ technicians.
• Creates project portfolio (via PDF) at the end of a project.
• General office admin tasks - photocopying, ordering stationery etc.

Who You Are

Required Qualifications

• Highschool Diploma
• Minimum of (4) years of related experience in administrative support.
• MS Office applications, including Word, Excel, Outlook, Power Point and others.
• Familiarity with Smartsheet and Bluebeam is an advantage.
• Working knowledge of cloud-based file sharing platforms such as SharePoint, ShareFile, Newforma, Dropbox, Box, etc. is an advantage.
• Strong computer and typing skills
• Self-motivated and flexible to take on new tasks and assist teams.
• Strong willingness & eager to learn
• Deadline oriented, ability to track and maintain and meet multiple concurrent deadlines.
• Effective communication, organization, collaboration skills with a team-oriented attitude.

Preferred Qualifications

• Associate’s Degree preferred

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.

Compensation

Expected Salary (all locations): $24.96 - $35.00 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.

About WSP

WSP USA is the U.S. operating company of WSP, one of the world's leading engineering and professional services firms. Dedicated to serving local communities, we are engineers, planners, technical experts, strategic advisors and construction management professionals. WSP USA designs lasting solutions in the buildings, transportation, energy, water and environment markets. With more than 15,000 employees in over 300 offices across the U.S., we partner with our clients to help communities prosper. www.wsp.com WSP provides a flexible and agile workplace model while meeting client needs. Employees are also afforded a comprehensive suite of benefits including medical, dental, vision, disability, life, and retirement savings focused on providing health and financial stability throughout the employee’s career. At WSP, we want to give our employees the challenges they seek to grow their careers and knowledge base. Your daily contributions to your team will be essential in meeting client objectives, goals and challenges. Are you ready to get started? 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. The selected candidate must be authorized to work in the United States.

Notice To Third Party Agencies

WSP does not accept unsolicited resumes from recruiters, employment agencies, or other staffing services. Unsolicited resumes include any resume or hiring document sent to WSP in the absence of a signed Service Agreement where WSP has expressly requested recruitment/staffing services specific to the position at hand. Any unsolicited resumes, including those submitted to hiring managers or other business leaders, will become the property of WSP and WSP will have the right to hire that candidate without reservation – no fee or other compensation will be owed or paid to the recruiter, employment agency, or other staffing service.