Job Description

WSP is currently seeking a Senior Coordinator, Administration. As a Workplace Office Administrator, you hold a central position in guaranteeing the smooth operation of our offices, encompassing both on-site and remote support. This versatile role entails delivering extensive administrative support to personnel at every level, thereby enhancing the overall efficiency and professionalism of our work environment.

Responsibilities

- Provides administrative support to all levels of staff in the office including support of team/project/client meetings, communication, and coordination of activities in an office or project site.
- Administrators are assigned to specific geographic areas* some may be remotely located. Remote locations are considered 2+ hours from another office location. May be responsible for support of remote office locations as assigned. This may include business travel.
- Responsible for general office upkeep and liaison with building management for maintenance requests, issues (i.e., AC/heat service,) and security access cards.
- Responsible for visitor management to include overseeing visitor guest relations during office hours, serve as the primary contact for visitors/deliveries, managing guest sign-ins, confirming International Travel forms for international guests, managing incoming calls, and ensuring Office Safety Guidelines are current and prominently displayed at the front desk.
- Coordination of shipping/deliveries such as incoming and outgoing and overnight mail, distributes incoming mail/packages i.e., FedEx/UPS/Amazon/Staples.
- Coordination of Managed Print Service program such as printer liaison, maintenance, paper/print supplies, instructions for print drives, and assists in coordinating with ARC for large plotter printing requests.
- Assists with procurement of approved office materials and supplies as required.
- 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.
- Coordinates safety and compliance programs for office, including maintenance of office standards visitor guide, bulletin boards, inspections of fire extinguishers, AED, AED/CPR Certification, and first aid kits, including PPE.
- Assists with project support, i.e., technical/project assistance, document control (electronic and hard copy), records management processes (filing, archiving), which includes assistance with project-specific reports, data management, uploading of documents to project websites, project file structure assistance, and construction administration.
- Additional project support may include project coordination, tracking of task orders and project contracts, maintain project plans as well as project procedures manuals, workflows, QA review of reports/correspondences, and other project coordination as needed.
- 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/or utilization reports.
- May assist with Procurement activities such as Accounts Payable, Purchase Orders, etc.
- May serve as timecard administrator to ensure timecards are completed and submitted on a weekly basis.
- Task activity and office location details are required.
- May be assigned to assist with vehicle fleet program for the region, working directly with national vehicle lead and facilities administration teams on tracking all required documents, leases, and approvals for maintenance requests, processing new requests and drivers, and collecting monthly driving records for each vehicle.
- May be assigned to support established Document Processing requests. Includes demonstrated competence using Microsoft Office applications is required with emphasis on creating Excel spreadsheets, formatting Word documents, and developing PowerPoint presentations.




- May be assigned to serve as on-site (physically at office location) local office 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.
- Exercises responsible and ethical decision-making regarding company funds, resources and conduct and adhere to WSP's Code of Conduct and related policies and procedures.
- Must possess a high level of professionalism, communication skills and positive attitude when interacting with colleagues, clients, guests, and other employees in the office. Positive employee engagement is a priority.
- Must be comfortable working in a fast-paced environment with short deadlines, interruptions, and multiple tasks.
- 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, collaborative, with strategic thinking.
- Other duties as required by business needs.
- These responsibilities are aligned with our Hybrid work environment and requires a minimum of three days a week in an office location. Some offices will require additional days per week in office support as needed.

Qualifications

Mandatory Skills

- 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.

Desired Skills

- Experience in the engineering consulting industry.
- Knowledge of Oracle and Adobe Professional is preferred.

Qualification

- 5+ years of experience
- High School Diploma.

BGV:

- Employment with WSP India is subject to the successful completion of a background verification (BGV) check conducted by a third-party agency appointed by WSP India.
- Candidates are advised to ensure that all information provided during the recruitment process — including documents uploaded — is accurate and complete, both to WSP India and its BGV partner.

About Us

WSP is one of the world's leading professional services consulting firms. We are dedicated to our local communities and propelled by international brainpower. We are technical experts and strategic advisors including engineers, technicians, scientists, architects, planners, surveyors and environmental specialists, as well as other design, program and construction management professionals. We design lasting solutions in the Transportation & Infrastructure, Property & Buildings, Earth & Environment, Power & Energy, Resources and Industry sectors, as well as offering strategic advisory services.



Our talented people around the globe engineer projects that will help societies grow for lifetimes to come.

With approximately 4,000 talented people across 3 locations (Noida, Bengaluru & Mumbai offices) in India and more than 73,000 globally, in 550 offices across 40 countries, we engineer projects that will help societies grow for lifetimes to come.

At WSP we draw on the diverse skills and capabilities of our employees globally to compete for the most exciting and complex projects across the world and bring the same level of expertise to our local communities. We are proud to be an international collective of innovative thinkers who work on the most complex problems. Unified under one strong brand, we use our local expertise, international reach and global scale to prepare our cities and environments for the future, connect communities and help societies thrive in built and natural ecosystems. True to our guiding principles, our business is built on four cornerstones: Our People, Our Clients, Our Operational Excellence and Our Expertise.

www.wsp.com

We are

- Passionate people doing purposeful and sustainable work that helps shape our communities and the future.
- A collaborative team that thrives on challenges and unconventional thinking.
- A network of experts channeling our curiosity into creating solutions for complex issues.

Inspired by diversity, driven by inclusion, we work with passion and purpose.

Working with Us

At WSP, you can access our global scale, contribute to landmark projects and connect with the brightest minds in your field to do the best work of your life. You can embrace your curiosity in a culture that celebrates new ideas and diverse perspectives. You can experience a world of opportunity and the chance to shape a career as unique as you.

Our Hybrid Working Module

With us, you can operate in a versatile, agile, yet structured work environment and follow a Hybrid Work Model.

- Maximize collaboration.
- Maintain product quality and cultural integrity.
- Balance community, collaboration, opportunity, productivity, and efficiency.

Health, Safety and Wellbeing

Our people are our greatest asset, and we prioritize a safe work environment. Health, safety, and wellbeing are integral to our culture, with each of us accountable for fostering a secure workplace through our Making Health and Safety Personal initiative. Our Zero Harm Vision drives us to reduce risks through innovative solutions, earning recognition for our global health and safety practices with the prestigious RoSPA Health and Safety Awards for six consecutive years.

Inclusivity and Diversity

WSP India is dedicated to fostering a sustainable and inclusive work environment where our greatest strength - Our People -feel valued, respected, and supported. We ensure an unbiased approach in hiring, promotion, and performance evaluation, regardless of age, gender identity, race, religion, sexual orientation, marital status, physical ability, education, social status, or cultural background.

Imagine a better future for you and a better future for us all.

Join our close-knit community of over 73,300 talented global professionals dedicated to making a positive impact. Together, we can make a difference in communities both near and far.

With us, you can.

Apply today.

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.

📌 Senior Coordinator, Administrative Support (Bengaluru)
🏢 WSP in India
📍 Bengaluru