Coordinator, Administrative Support

Responsibilities

• Formatting of reports, proposals and general documentation using templates. Accurate presentation and editing of complex documents using knowledge of engineering terms
• Preparation of letters and organisation charts, as required
• Arranging signatures and stamping of documents
• Work closely with the Project Director/ Manager or coordinator to meet project submission deadlines
• Ensure all documents are prepared to a high standard, working within our WSP brand guidelines and demonstrating artistic qualities
• Maintain accurate records of outgoing documents/correspondence using the Project Correspondence Registers
• Maintain accurate records of electronic filing with respect to prospects, ensuring WSP filing and referencing procedures are strictly adhered to so that traceability is maintained
• Manage the onward distribution of incoming documents ensuring WSP Document Control procedures have been followed and urgent matters are brought to the attention of the relevant personnel
• Work as part of a team to ensure project submission deadlines are met and provide cover during their absence
• Always maintain confidentiality and ensure any sensitive issues are dealt with appropriately
• Ensure that Health & Safety is embedded into all work practices in line with company policies
• Provide regular work status updates, including risks or concerns, to line manager
• Set up and maintain distribution email groups for the projects, as required
• Attend and contribute in team and project meetings as required
• Ensure QMS and Project Lifecycle compliance across team and projects
• - Formatting of reports, proposals and general documentation using templates. Accurate presentation and editing of complex documents using knowledge of engineering terms - Preparation of letters and organisation charts, as required - Arranging signatures and stamping of documents - Work closely with the Project Director/ Manager or coordinator to meet project submission deadlines - Ensure all documents are prepared to a high standard, working within our WSP brand guidelines and demonstrating artistic qualities - Maintain accurate records of outgoing documents/correspondence using the Project Correspondence Registers - Maintain accurate records of electronic filing with respect to prospects, ensuring WSP filing and referencing procedures are strictly adhered to so that traceability is maintained - Manage the onward distribution of incoming documents ensuring WSP Document Control procedures have been followed and urgent matters are brought to the attention of the relevant personnel - Work as part of a team to ensure project submission deadlines are met and provide cover during their absence - Always maintain confidentiality and ensure any sensitive issues are dealt with appropriately - Ensure that Health & Safety is embedded into all work practices in line with company policies - Provide regular work status updates, including risks or concerns, to line manager - Set up and maintain distribution email groups for the projects, as required - Attend and contribute in team and project meetings as required - Ensure QMS and Project Lifecycle compliance across team and projects