What are the responsibilities and job description for the Office Coordinator position at WSP?
This Opportunity
WSP is currently initiating a search for a Office Coordinator for our Tallahassee, FL office . This position will be involved in projects with Team 6 and be a part of a growing organization that meets our client’s objectives and solves their challenges.
Your Impact
- 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)
- 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
- Serves as receptionist, answers incoming calls, maintains phone list and welcomes guests as assigned
- Processes incoming and outgoing U.S. and overnight mail, distributes incoming faxes/packages
- Assists with ordering computers, accessories, and supplies and business cards for office employees
- 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
- Coordinate onsite training events with outside vendors and online webinars, as directed
- 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
- 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
- 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
- May assist marketing leads with tracking of RFPs and proposal timelines, and provide proposal delivery assistance
- May assist with processing Accounts Payable and Sub queue invoices for the office
- 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
Who You Are
Required Qualifications
- 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
- Must possess a high level of professionalism and positive attitude when interacting with colleagues, clients, guests and other employees in the office
- Demonstrated 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 strong 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
- 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
- Proven track record of upholding workplace safety and ability to abide by WSP’s health, safety and drug/alcohol and harassment policies
Preferred Qualifications
- Experience in the consulting industry Knowledge of Oracle and Adobe Professional
#LI-SS2
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 communities prosper.
www.wsp.com
WSP provides a flexible and agile workplace model while meeting client needs. Employees are also afforded a comprehensive suite of benefits including medical, dental, vision, disability, life, and retirement savings focused on providing health and financial stability throughout the employee’s career.
At WSP, we want to give our employees the challenges they seek to grow their careers and knowledge base. Your daily contributions to your team will be essential in meeting client objectives, goals and challenges. Are you ready to get started?
WSP USA (and all of its U.S. companies) is an Equal Opportunity Employer Race/Age/Color/Religion/Sex/Sexual Orientation/Gender Identity/National Origin/Disability or Protected Veteran Status.
The selected candidate must be authorized to work in the United States.
NOTICE TO THIRD PARTY AGENCIES:
WSP does not accept unsolicited resumes from recruiters, employment agencies, or other staffing services. Unsolicited resumes include any resume or hiring document sent to WSP in the absence of a signed Service Agreement where WSP has expressly requested recruitment/staffing services specific to the position at hand. Any unsolicited resumes, including those submitted to hiring managers or other business leaders, will become the property of WSP and WSP will have the right to hire that candidate without reservation – no fee or other compensation will be owed or paid to the recruiter, employment agency, or other staffing service.
