Location: Portland,OR, USA
This Opportunity
WSP is currently seeking a Senior Coordinator, Administrative Support to support our PMW and Southern California team. As a Workplace Office Administrator, you hold a central position in guaranteeing the smooth operation of our offices, encompassing both on-site and remote support. This versatile role entails delivering extensive administrative support to personnel at every level, thereby enhancing the overall efficiency and professionalism of our work environment.
Your Impact
+ Provides administrative support to all levels of staff in the office including support of team/project/client meetings, communication, and coordination of activities in an office or project site.
+ Administrators are assigned to specific geographic areas* - some may be remotely located. Remote locations are considered 2+ hours from another office location. May be responsible for support of remote office locations as assigned. This may include business travel.
+ Responsible for general office upkeep and liaison with building management for maintenance requests, issues (i.e., AC/heat service,) and security access cards.
+ Responsible for visitor management to include overseeing visitor guest relations during office hours, serve as the primary contact for visitors/deliveries, managing guest sign-ins, confirming International Travel forms for international guests, managing incoming calls, and ensuring Office Safety Guidelines are current and prominently displayed at the front desk.
+ Coordination of shipping/deliveries such as incoming and outgoing U.S. and overnight mail, distributes incoming mail/packages i.e., FedEx/UPS/Amazon/Staples.
+ Coordination of Managed Print Service program such as printer liaison, maintenance, paper/print supplies, instructions for print drives, and assists in coordinating with ARC for large plotter printing requests.
+ Assists with procurement of approved office materials and supplies as required.
+ Provides assistance for new hire onboarding, completion of I-9's, etc. - this includes working with IT on all required new hire equipment along with collection of IT equipment and security cards for employees exiting the company.
+ Coordinates safety and compliance programs for office, including maintenance of office standards - visitor guide, bulletin boards, inspections of fire extinguishers, AED, AED/CPR Certification, and first aid kits, including PPE.
+ Assists with project support, i.e., technical/project assistance, document control (electronic and hard copy), records management processes (filing, archiving), which includes assistance with project-specific reports, data management, uploading of documents to project websites, project file structure assistance, and construction administration.
+ Additional project support may include project coordination, tracking of task orders and project contracts, maintain project plans as well as project procedures manuals, workflows, QA review of reports/correspondences, and other project coordination as needed.
+ May be assigned to assist with financial reports for office leaders which includes spreadsheet consolidation, tracking of data, senior staff tracking and travel/expense report support, and/or utilization reports.
+ May assist with Procurement activities such as Accounts Payable, Purchase Orders, etc.
+ May serve as timecard administrator to ensure timecards are completed and submitted on a weekly basis.
+ Task activity and office location details are required.
+ May be assigned to assist with vehicle fleet program for the region, working directly with national vehicle lead and facilities administration teams on tracking all required documents, leases, and approvals for maintenance requests, processing new requests and drivers, and collecting monthly driving records for each vehicle.
+ May be assigned to support established Document Processing requests. Includes demonstrated competence using Microsoft Office applications is required with emphasis on creating Excel spreadsheets, formatting Word documents, and developing PowerPoint presentations.
+ May be assigned to serve as on-site (physically at office location) local office point of contact for coordination of IT issues with Service Desk team, including new computer setup, return out of service machines, server/HVAC/other equipment issues, A/V set-up assistance and responding to Service Desk emails for additional information.
+ Exercises responsible and ethical decision-making regarding company funds, resources and conduct and adhere to WSP's Code of Conduct and related policies and procedures.
+ Must possess a high level of professionalism, communication skills and positive attitude when interacting with colleagues, clients, guests, and other employees in the office. Positive employee engagement is a priority.
+ Must be comfortable working in a fast-paced environment with short deadlines, interruptions, and multiple tasks.
+ Must be able to prioritize assignments with minimal supervision along with time management, resourcefulness, fine attention to detail and follow-through.
+ Must be a strong team player, collaborative, with strategic thinking.
+ Other duties as required by business needs.
+ These responsibilities are aligned with our Hybrid work environment and requires a minimum of three days a week in an office location. Some offices will require additional days per week in office support as needed.
As a performance metric, all employees in the workplace must provide daily timecard comments specifying their work assignments, Work-from-home schedules must align with the weekly work schedule set and approved by the Area Manager. Any changes to scheduled work or unexpected absences must be promptly communicated to the area manager to ensure adequate office coverage.
All overtime requires prior approval from your area manager, except when the request is in support of a billable project rather than an overhead expense.
Employees may be assigned stretch assignments as needed, which are projects or tasks designed to challenge and develop their skills beyond their regular duties. These assignments provide opportunities for employees to explore new areas, enhance their expertise, and contribute to their professional growth.
Who You Are
Required Qualifications
+ 5+ years of experience
+ High School Diploma
+ Must be a self-starter capable of taking on tasks with little direction or supervision
+ Must possess a high level of professionalism and positive attitude when interacting with colleagues, clients, guests, and other employees in the office
+ Demonstrated competence using Microsoft Office applications is required with emphasis on creating Excel spreadsheets, formatting Word documents, and developing PowerPoint presentations
+ Must be comfortable working in a fast-paced environment with short deadlines, interruptions, and multiple tasks
+ Must possess excellent interpersonal and written and verbal communication skills
+ Must have initiative with ability to anticipate needs and complete important tasks without needing to be asked
+ Must be able to prioritize assignments with minimal supervision along with time management, resourcefulness, fine attention to detail and follow-through
+ Must be a strong team player
+ Must be able to use discretion and confidentiality
+ Possess technological skills necessary to perform data entry, manage team calendars, and create company reports as needed
Preferred Qualifications include:
+ Experience in the engineering consulting industry
+ Knowledge of Oracle and Adobe Professional is 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): $47,500 - $81,510
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.