Project Coordinator - Power Delivery Project Management

WSP USA is a leading engineering and professional services firm serving communities across the United States in areas including energy, transportation, buildings, water, and environmental services. The Project Coordinator will provide advanced administrative and logistical support for Power Delivery project teams by managing project setup, documentation, schedules, reporting, budgets, deliverables, meetings, compliance activities, and cross-functional coordination.

Responsibilities:

• Lead or assist the Project Manager in creation of project setup
• Develop and maintain detailed project logs, schedules, Financial Reports 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 creation, administration and distribution of critical documentation including contracts, financial reports, 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

Requirements:

• 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
• The selected candidate must be authorized to work in the United States
• Associate's Degree
• Experience supporting multi-office or multidisciplinary project teams within a consulting engineering firm
• Familiarity with Primavera, Oracle, or Deltek systems
• Familiarity with electric distribution design processes and timelines
• Exposure to AEC or PMI project documentation standards, including QA/QC practices
• Knowledge of regulatory and contractual documentation requirements in Power Delivery or Electric Utility projects
• Professional training or coursework in project coordination, document control, or construction administration