Part-time Office Coordinator

Overview

Provides admin support, office coordination, and project assistance for WSP.

Key Responsibilities

• onboarding
• it coordination
• mail processing
• financial reporting
• safety compliance
• meeting coordination

Tasks

-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 -May assist with processing Accounts Payable and Sub queue invoices for the office -Serves as receptionist, answers incoming calls, maintains phone list and welcomes guests as assigned -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 monthly/ period national budget and/or utilization reports -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 -Coordinate onsite training events with outside vendors and online webinars, as directed -Assists with ordering computers, accessories, and supplies and business cards for office employees -Processes incoming and outgoing U.S. and overnight mail, distributes incoming faxes/packages -May be assigned to serve as on-site 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 -Coordinates safety and compliance programs for office, including maintenance of office standards – bulletin boards, inspections of fire extinguishers, AED, AED/CPR Certification, and first aid kits -May assist marketing leads with tracking of RFPs and proposal timelines, and provide proposal delivery assistance -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 -Additional project assistance responsibilities may include tracking of task orders and project contracts, maintain project plans as well as project procedures manuals, workflows, QA review of reports/correspondences, and other field work coordination -Provides administrative support to staff in the office including scheduling of team/project/client meetings and drafting of minutes, follow-ups, communication, and coordination of activities in an office or project site (including catering orders meeting preparation, plus provides on-site support for day of meeting to include printing, catering, travel support for attendees, special seating needs, AV support)

Requirements

• microsoft office
• oracle
• adobe
• associate’s degree
• 3+ years
• self-starter

What You Bring

-Must be able to prioritize assignments with minimal supervision along with time management, resourcefulness, fine attention to detail and follow-through -Must be able to use discretion and confidentiality -Must possess excellent interpersonal and written and verbal communication skills -3+ years of experience in administrative support; Associate’s Degree can substitute for 1 year of experience -High School Diploma or GED -Must be a self-starter capable of taking on tasks with little direction or supervision -Demonstrated competence using Microsoft Office applications is required with emphasis on creating Excel spreadsheets, formatting Word documents and developing PowerPoint presentations -Must have initiative with ability to anticipate needs and complete important tasks without needing to be asked -Knowledge of Oracle and Adobe Professional -Possess technological skills necessary to perform data entry, manage team calendars, and create company reports as needed -Experience in the consulting industry -Must possess a high level of professionalism and positive attitude when interacting with colleagues, clients, guests and other employees in the office -Proven track record of upholding workplace safety and ability to abide by WSP’s health, safety and drug/alcohol and harassment policies -Must be comfortable working in a fast-paced environment with short deadlines, interruptions, and multiple tasks

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About Wsp

-Partners with clients to create sustainable, efficient, and resilient solutions. -Known for iconic projects like the One World Trade Center and London's Crossrail. -Provides cutting-edge services in transportation, energy, water, and commercial developments. -Blends technical expertise with deep industry knowledge to solve complex challenges globally.

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