Part-time Office Coordinator

Part-time Office Coordinator

WSP is currently initiating a search for a Part-time 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

Preferred Qualifications

About WSP

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. 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.

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.