Project Coordinator

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.

• 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 Fed Ex pickup.

• 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.

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

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.

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.