Project Coordinator

This Opportunity

WSP is currently initiating a search for a Project Coordinator in Houston, TX to join our Power & Energy team. 

Provides advanced administrative and logistical support to project teams by coordinating activities that promote operational efficiency, documentation integrity, and cross-functional collaboration. Oversees complex assignments requiring the ability to interpret project plans, manage information workflows, and ensure timely execution of critical tasks. Works independently with minimal supervision to resolve issues, implement process improvements, and contribute to successful project delivery. Serves as a key liaison between project managers, internal departments, and external stakeholders to facilitate seamless project coordination and reporting.

Your Impact

• 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.
• Manage internal documentation systems and repositories, applying version control and audit protocols.
• 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.
• Facilitate project meetings by preparing agendas, recording notes, tracking action items, and distributing follow-up materials.
• Support onboarding of project staff by coordinating required access, credentials, and documentation.
• Assist in the resolution of administrative and logistical challenges by identifying root causes and recommending improvements.
• Coordinate updates to project dashboards and reporting tools, including cross-checking input from multiple contributors.
• Provide support in audit and compliance reviews by compiling required documentation and maintaining detailed records.
• Ensure documentation related to safety plans, quality assurance, and regulatory requirements are maintained and distributed appropriately.
• Contribute to the development and refinement of templates, procedures, and project coordination workflows.
• Monitor the use of shared project resources such as drives, software platforms, and communication tools to ensure team-wide alignment.
• Lead or co-lead administrative segments of large projects or task orders requiring coordination between multiple offices.
• Serve as a resource and provide guidance to more junior staff on project coordination practices.
• 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 needs.
   

Who You Are

Required Qualifications

• High school diploma or equivalent
• Minimum of 5 years of relevant post-education experience in related job capacity
• Strong understanding of project lifecycles, including planning, execution, and close-out phases.
• Demonstrated ability to independently manage multiple priorities in a fast-paced project environment.
• 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.
• Strong attention to detail and commitment to maintaining data accuracy and integrity.
• Ability to interpret and implement project coordination policies, procedures, and standards.
• Professional communication skills for drafting correspondence, managing inquiries, and presenting project updates.
• Experience compiling data and generating reports tailored to diverse audiences and stakeholders.
• Capacity to identify process inefficiencies and suggest or implement enhancements.
• Comfort navigating cross-functional relationships between technical, administrative, and financial teams.
• Strong problem-solving skills with the ability to resolve non-standard challenges using sound judgment.
• Skilled in time management and able to monitor and coordinate across multiple task owners and deadlines.
• 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.
• Track record of contributing to successful team coordination on medium to large-scale projects.
• 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.
• Demonstrated reliability, initiative, and accountability in supporting project teams.
• Ability to meet attendance schedule with dependability and consistency.
• To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. 
   

Preferred Qualifications

• Associate's Degree
• Experience supporting multi-office or multidisciplinary project teams.
• Familiarity with Primavera, Oracle, or Deltek systems.
• Exposure to AEC project documentation standards, including QA/QC practices.
• Knowledge of regulatory and contractual documentation requirements in infrastructure or transportation projects.
• Professional training or coursework in project coordination, document control, or construction administration.

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