Senior Project Coordinator

Job Description

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.

• 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.
• Perform additional responsibilities as required by business needs.

• High school diploma or equivalent.
• Minimum of 5 years of relevant post-education experience in related job capacity.
• Strong understanding of project life cycles, 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.
• 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.

• Bachelor’s Degree.
• Familiarity with Primavera, Oracle, or Deltek systems.
• Exposure to AEC project documentation standards, including QA/QC practices.

WSP USA is the U.S. operating company of WSP, one of the world's leading engineering and professional services firms. Dedicated to serving local communities, we are engineers, planners, technical experts, strategic advisors and construction management professionals. WSP USA designs lasting solutions in the buildings, transportation, energy, water and environment markets. With more than 15,000 employees in over 300 offices across the U.S., we partner with our clients to help…