Lead Coordinator, Administrative Support

This Opportunity

An Office Administrator is responsible for providing day-to-day administrative support and project assistance to ensure efficient operation of the office.

Your Impact

• Workplace Administrators are expected to be present in an office location four to five days per week (Note: Temp agency administrators are required 5 days per week). Certain offices may require additional in-office days, as determined by the Area Admin Manager. All indirect overtime must receive prior approval from the Area Admin Manager. Work schedules-including in-office, metro office visits, and remote work-must align with the weekly plan approved by the Area Admin Manager.

• This role may require travel between assigned office locations within a metro area to provide onsite support. Travel will be coordinated through the Area and Regional Admin Managers, and mileage will be reimbursed when travel between offices is requested.

• The Workplace Administrator must complete core task assignments as a priority. Tasks include but not limited to front desk reception/visitor management, point of contact for onsite support for the office, provides on-site support for day of meeting to include printing, catering, meeting prep support, collaboration with local managers, HR requests, onboarding, offboarding, purchasing, shipping, AP vendor onboarding, AP invoice processing, weekly p-card expense report reconciliation, Workplace ServiceNow ticket support, and the physical office space including the kitchen/coffee areas appearance/organizing. This also includes timely, accurate, and complete submission of personal timecards.

• The Admin Weekly Report must be submitted on a timely basis weekly at time determined by the Area Admin Manager. Report must include daily entries with task details completed, meetings attended, facility issues, daily work location, supplemental assignment tasks, stretch assignment tasks and project charges noted for visibility to the managers as well as any comments or concerns.

• Workplace Admin Monthly Checklist for each office you are assigned to include remote offices. Checklist is to be completed monthly and turned in the first Wednesday of the month for the prior month's tasks. Checklist should include all dates, file location links and safety check items must be entered into iSMS by the end of the month for the checklist being turned in.

• Demonstrate understanding of the Horizon processes to include timecards, expenses, supplier review, procurement, and accounts payable to assist staff and the business line as needed. Proactively assist staff with Horizon support needs.

• Responsible for general office administration including office upkeep and liaison with building management for maintenance requests, issues (i.e., AC/heat service,) and building/parking access cards

• Processes incoming and outgoing U.S. and overnight mail, distributes incoming faxes/packages

• Coordinates with ARC for large printing and plotter printing requests

• Coordinates safety and compliance for offices, including maintenance of office standards - bulletin boards, inspections of fire extinguishers, AED/CPR Certification, and first aid kits

• Additional project assistance responsibilities may include tracking of task orders and project contracts, maintaining project plans as well as project procedures manuals, workflows, QA review of reports/correspondences, and other field work coordination

• May be assigned to assist with senior staff, travel/expense report support

• May serve as timecard administrator to ensure employee timecards are completed and submitted on a weekly basis

• May be assigned to assist with fleet program for the region, working directly with national vehicle lead and facilities administration teams

• May be assigned to serve as on-site point of contact for coordination of IT issues with Service Desk team

• Demonstrate professional and positive engagement with the admin team, local office staff and leaders both in person, on calls and on collaboration sites. Enlightened hospitality attitude to include going above and beyond by being proactive with coordination of staff events, timely responsiveness, local office communication liaison, actively participate in team meetings and attend all mandatory trainings.

• 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

• Other duties as required by business needs

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 advanced 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 dedicated 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

• Experience in the engineering consulting industry

• Knowledge of Oracle and Adobe Professional is preferred