Project Assistant

The Project Assistant is expected to provide administrative support and document management and control functions as part of the delivery of the company’s project related services.

WHY WSP?
WSP Caribbean Limited (WSP) provides consultancy services within the Caribbean region, specializing in project management, architecture design, engineering design (civil, structural, mechanical and electrical), and land use planning services. WSP is locally dedicated with international scale, being a part of one of the world’s leading engineering professional services consulting firms, employing approximately 47,000 people.

TERMS OF REFERENCE
The Project Assistant (PA) is expected to provide administrative support, some supervisory services to ensure that the internal and external client needs are met. The PA performs document management and control functions as part of the delivery of the company’s project related services. These include, inter alia, development of project specific logs and updating of same, preparation and submission of communication documents (e.g. minutes, reports, etc.) The PA must comply with company policies and procedures in the conduct of their work. The PA is expected to exercise strong initiative, supportive capabilities and good stakeholder relations. Additionally, the PA is expected to work in collaboration with all project team members and foster good team spirit among staff.

KEY RESPONSIBILITIES:

1. Manage the project documentation for assigned projects.
2. Ensure that all project related documentation (including drawings, templates, etc.) are prepared and issued in accordance with WSP’s formats and standards.
3. Manage and follow up with internal stakeholders for timely responses to project documentation (including design reviews, correspondence, RFIs, etc.)
4. Provide administrative support for assigned projects and to team members.
5. Assist with the compilation of project and departmental reports.
6. Filing and archiving of project documentation (hard and soft) in accordance with WSP’s project filing structure and administrative procedures.
7. Assist with the preparation for RFPs, EOIs and Pre-Qualification documents.
8. Maintain the Offer for Services (OFS) log, providing weekly updates.
9. Coordinate with Project Teams to schedule project meetings with project stakeholders.
10. Conduct daily reviews of project sites and newspapers for opportunities for WSP (RFPs, EOIs, etc.)
11. Assist with reception duties when required.
12. Other administrative duties as may be requested by Senior Management.

QUALIFICATIONS, SKILLS AND EXPERIENCE

• Bachelor of Science degree or equivalent, from a recognised University
• 3-5 years’ experience supporting Project Managers in the delivery of projects
• Proficient in MS Office Suite of products
• Effective communication skills including verbal, written and presentation skills
• Proven ability to work effectively both independently and in a team-based environment
• Demonstrated willingness to be flexible and adaptable to changing priorities
• Strong multi-tasking and organizational skills