Coordinator, Administrative Support

The Project Secretary will be responsible for ensuring the accurate preparation, formatting, and management of project-related documentation in line with WSP standards and brand guidelines. This role supports project teams by maintaining document control procedures, ensuring compliance with quality management systems, and facilitating timely submissions to meet project deadlines.

• Formatting of reports, proposals and general documentation using templates. Accurate presentation and editing of complex documents using knowledge of engineering terms
• Preparation of letters and organisation charts, as required
• Arranging signatures and stamping of documents 
• Work closely with the Project Director/ Manager or coordinator to meet project submission deadlines
• Ensure all documents are prepared to a high standard, working within our WSP brand guidelines and demonstrating artistic qualities  
• Maintain accurate records of outgoing documents/correspondence using the Project Correspondence Registers
• Maintain accurate records of electronic filing with respect to prospects, ensuring WSP filing and referencing procedures are strictly adhered to so that traceability is maintained
• Manage the onward distribution of incoming documents ensuring WSP Document Control procedures have been followed and urgent matters are brought to the attention of the relevant personnel
• Work as part of a team to ensure project submission deadlines are met and provide cover during their absence
• Always maintain confidentiality and ensure any sensitive issues are dealt with appropriately
• Ensure that Health & Safety is embedded into all work practices in line with company policies
• Provide regular work status updates, including risks or concerns, to line manager
• Set up and maintain distribution email groups for the projects, as required
• Attend and contribute in team and project meetings as required
• Ensure QMS and Project Lifecycle compliance across team and projects

Skills & Competencies

• Attitude: Maintaining a positive, professional outlook with a strong service mindset, consistently supporting project teams and stakeholders.
• Stakeholder Engagement: Proactively collaborating with project managers, engineers, and team members to understand requirements and provide timely support.
• Proactivity: Anticipating documentation and submission needs, ensuring compliance with standards and deadlines.
• Autonomy: Exercising sound judgment, prioritizing tasks effectively, and making independent decisions when required.
• Confidentiality: Managing sensitive project information with discretion and professionalism.
• Accuracy: Ensuring meticulous attention to detail in document preparation, formatting, and control processes.

BGV:

• Employment with WSP India is subject to the successful completion of a background verification (“BGV”) check conducted by a third-party agency appointed by WSP India.

• Candidates are advised to ensure that all information provided during the recruitment process — including documents uploaded — is accurate and complete, both to WSP India and its BGV partner”.