Lead Project Coordinator

Lead Project Coordinator (Phoenix, AZ)

WSP is currently initiating a search for a Lead Project Coordinator to support our Phoenix, AZ office. Be involved in projects with our Earth & Environment Texas and Louisiana teams and be a part of a growing organization that meets our client’s objectives and solves their challenges.

• Support staff by providing day-to-day support and project assistance.
• Develop and maintain detailed project logs, schedules, 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 administration and distribution of critical documentation including contracts, submittals, RFIs, and project change orders.
• Track project milestones and proactively follow up with team members to ensure completion of assigned responsibilities.
• Create presentations, arrange meetings, take meeting minutes, schedule appointments, maintain executive calendars and other office calendars, edit correspondence, and perform other related duties.
• Take responsibility for planning, scheduling, and coordinating team activities to effectively and efficiently complete the tasks at hand.
• Maintain databases and archive all relevant documents, reporting and data requirements, and change requests and approvals.
• Present data in an easily digestible and appropriate format.
• 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.
• Prepare all relevant documentation for meetings and facilitate meetings when necessary.
• Assist with document controls.
• Work directly with project teams.
• Solve problems and identify opportunities for process improvements to meet evolving business needs.
• Anticipate risks related to schedule, documentation, or compliance, and escalate 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.

High school diploma or equivalent, with over five years of experience in project coordination, business process improvement, data analysis, change management, or planning.

• High School Diploma or equivalent.
• 5+ years of experience including 3 years of experience with business process improvement, data analysis, change management, or planning.
• Excellent interpersonal, written and verbal communication skills, highly organized, and detail‑oriented with a commitment to achieving a high level of accuracy.
• 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.
• Ability to prioritize and coordinate multiple projects simultaneously.
• Ability to effectively communicate with project teams, subcontractors, and clients.
• Ability to thrive in a fast‑paced and deadline‑driven environment.
• A strong team player with excellent collaborative skills, the ability to work across multiple departments, and manage conflict.
• 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.
• 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.
• Experience compiling data and…