Lead Project Coordinator

$85,000 - $115,000/Yr

WSP Global - Los Angeles, CA

Full-time - Mid Level

Los Angeles, CA

Professional, Scientific, and Technical Services

About the position

WSP is currently seeking a Lead Project Coordinator Consultant to join our team in Costa Mesa/Orange County, California. This role is integral to the successful execution of various stages of project life cycles, including Initiation, Planning, Execution, Monitoring and Control, and Closure, specifically for consulting services related to earth and environment projects. These projects may encompass site characterization and remediation, environmental permitting and compliance, water/wastewater treatment, and mining. The Project Coordinator will work closely with project managers and technical managers to ensure that projects are delivered on time and within budget, adhering to the quality standards outlined in WSP's Project Delivery Manual. In this position, the Project Coordinator will be responsible for setting up and coordinating projects according to established procedures, utilizing the Horizon accounting system for effective project control. The role involves regular communication with the project team to monitor budgets, expenditures, and schedules, providing timely updates to the Project Manager regarding project controls, progress, and forecasting trends. The Project Coordinator will also liaise with subcontractors and suppliers, assist in the preparation of work orders and invoicing, and ensure compliance with client invoicing requirements. Additionally, the Project Coordinator will assist in developing and tracking Health and Safety requirements, coordinate project team communications, and document client meetings and interactions. The role requires identifying the need for change orders, reviewing team resourcing requirements, and coordinating logistical needs for the project team, including travel and mobilization. The Project Coordinator will also be involved in preparing project deliverables, submitting project notifications, and maintaining up-to-date project files using the specified document control system. Finally, the role includes assisting with proposal writing and coordinating project closing activities, ensuring that all documentation is archived and lessons learned are captured.

Responsibilities

• Setting up and coordinating the project according to WSP's Project Delivery Manual and quality control procedures.
• Communicating with the project team to assist with monitoring and controlling budgets, expenditures, and schedules.
• Providing timely updates on project controls, progress, and forecasting trends to the Project Manager.
• Liaising with subcontractors and suppliers, assisting with preparation of subcontractor work orders and invoicing payments.
• Creating and updating project budgets and schedules, flagging issues to the Project Manager.
• Interfacing with the accounting team to ensure compliance with client invoicing requirements and facilitating timely payment.
• Assisting with developing and tracking Health and Safety requirements and associated plans.
• Coordinating project team communications, written and verbal, and documenting client meetings and activities.
• Identifying the need for and preparing change orders.
• Reviewing team resourcing requirements and preparing basic work orders.
• Coordinating logistical requirements for the project team such as travel and mobilization.
• Interacting with clients as required by Project Managers.
• Coordinating preparation and distribution of project deliverables.
• Assisting with preparation and submission of project notifications.
• Ensuring project files are kept up to date using specified document control system.
• Assisting with proposal writing and coordinating contributors to proposals as needed.
• Coordinating project closing through archiving of project documentation and coordination of lessons learned documentation.

Requirements

• Bachelor's degree or similar work experience in consulting engineering project controls or related fields.
• 7-20 years of demonstrated post-education experience in project controls or similar work experience.
• Experience managing other Project Coordinators and Supervisors.
• Basic knowledge of project management principles and PMI's Body of Knowledge.
• Experience with Accounts Payable and/or Accounts Receivable systems.
• Excellent organizational skills and attention to detail.
• Proven ability to meet tight deadlines and manage conflicting priorities in a fast-paced environment.
• Strong interpersonal and communication skills.
• Ability to learn processes quickly and prioritize client requirements.
• Strong team player, self-motivated, and proactive thinker with a flexible attitude.
• Excellent management or supervisory skills with respect to project control staff or teams.
• Excellent computer skills, including knowledge of Microsoft Word, Excel, Project, and Adobe Acrobat Software.
• Previous experience in an engineering consulting business is an asset.
• Experience with Oracle-based accounting or ERP systems is preferred.
• PMP certification would be an asset.
• Experience in field/supply logistics and travel bookings.
• Experience in mining, construction, or environmental/engineering fields.
• Proven track record of upholding workplace safety and compliance with health and safety policies.

Nice-to-haves

• PMP certification would be an asset.
• Previous experience working in an engineering consulting business would be considered an asset.
• Experience in field/supply logistics and travel bookings.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• Disability insurance
• Life insurance
• Retirement savings plan
• Overtime compensation under FLSA and California law.