Senior Coordinator, Project Accounting

$75,000 - $90,000/Yr

WSP Global - Petaluma, CA

Full-time - Mid Level

Petaluma, CA

Professional, Scientific, and Technical Services

About the position

WSP is currently seeking a Senior Project Coordinator Consultant to join our team in the Oakland/Petaluma/San Jose/San Francisco, California area. The Senior Project Coordinator will play a crucial role in various stages of a project's life cycle, including Initiation, Planning, Execution, Monitoring and Control, and Closure. This position focuses on consulting services related to earth and environment projects, which encompass site characterization and remediation, environmental permitting and compliance, water/wastewater treatment, and mining. The role will primarily involve engineering and environmental consulting scopes, and the Senior Project Coordinator will work closely with project managers and technical managers to ensure the successful delivery of projects within budget and schedule. In this position, the Senior Project Coordinator will be responsible for setting up and coordinating projects according to WSP's Project Delivery Manual, adhering to established quality control procedures using Horizon, an Oracle-based accounting system. Effective communication with the project team is essential to assist in monitoring and controlling budgets, expenditures, and schedules. The Coordinator will provide timely updates on project controls, progress, and forecasting trends to the Project Manager, ensuring that all aspects of the project are aligned with client expectations and company standards. The role also involves liaising with subcontractors and suppliers, assisting in the preparation of subcontractor work orders and invoicing payments, and creating and updating project budgets and schedules. The Senior Project Coordinator will interface with the accounting team to ensure compliance with client invoicing requirements and facilitate timely payments. Additionally, the Coordinator will assist in developing and tracking Health and Safety requirements and associated plans, coordinate project team communications, and document client meetings and interactions. The position requires identifying the need for and preparing change orders, reviewing team resourcing requirements, and coordinating logistical needs for the project team, such as travel and mobilization. The Senior Project Coordinator will interact with clients as required by Project Managers, coordinate the preparation and distribution of project deliverables, and assist in the preparation and submission of project notifications. Maintaining up-to-date project files using the specified document control system is also a key responsibility, along with assisting in proposal writing and coordinating contributors to proposals as needed. Finally, the Coordinator will oversee project closing activities, including archiving project documentation and coordinating lessons learned documentation, client feedback, sub-consultant evaluations, and project experience profiles.

Responsibilities

• Setting up and coordinating the project according to WSP's Project Delivery Manual and quality control procedures using Horizon.
• 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 and assisting with preparation of subcontractor work orders and invoicing payments.
• Creating and updating project budgets and schedules and 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 interactions.
• 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, client feedback documentation, sub-consultant evaluations, and project experience profiles.

Requirements

• Bachelor's degree or similar work experience in consulting engineering project controls or related fields.
• 3-7 years of demonstrated post-education experience or similar work experience in project controls.
• Supervising other Project Coordinators.
• 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 exceptional attention to detail and accuracy.
• Proven ability to meet tight deadlines, manage conflicting priorities, and work well under pressure in a rapidly changing 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 can-do attitude.
• Excellent management or supervisory skills with respect to other project control staff or teams.
• Excellent computer skills, including knowledge of Microsoft Word, Excel, Project, and Adobe Acrobat Software.
• Previous experience working in an engineering consulting business would be considered an asset.
• Previous experience in Oracle-based accounting or ERP systems.
• PMP certification would be an asset.
• Experience in field/supply logistics and travel bookings.
• Experience working in the mining or construction industries or environmental/engineering fields.
• Proven track record of upholding workplace safety and ability to abide by WSP's health, safety, and drug/alcohol and harassment policies.
• Ability to work schedules conducive to project-specific requirements that may extend beyond the typical workweek.

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

• Comprehensive medical, dental, and vision insurance.
• Disability and life insurance coverage.
• Retirement savings plan to provide health and financial stability throughout the employee's career.
• Overtime compensation (1.5 times hourly rate) under FLSA and California law.