Project Coordinator - 12-month fixed-term

What if you could do the kind of work the world needs? 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.

A little more about your role: HS2 Old Oak Common Station is one of WSP UK & Ireland’s largest projects. Project staff are drawn from all WSP’s UK business unit groups as well as many sub-consultants. The team is based in multiple locations across the UK and overseas, with a core team based in London and on site at Old Oak Common. The role of Project Coordinator acts as a pivotal support figure across Old Oak Common’s project teams, ensuring seamless operational continuity, driving administrative efficiency, and facilitating effective coordination among all project stakeholders. Operating within a dynamic, multi-stakeholder environment, this role is instrumental in maintaining robust structure, upholding compliance, and fostering clear, effective communication among all internal and external partners.

• Site Visit and Workshop Coordination
• Ensure Compliance for Site Access and Inductions
• Maintain Accurate Records and Governance
• Enable Leadership Efficiency
• Facilitate Effective Communication between internal, external and client teams
• Optimise Resource and Workspace Management
• Drive Team Engagement and Wellbeing
• Support Programme and Financial Accuracy
• Primary Liaison with Client Teams across Facilities, Security, Communications, Health & Safety, and Equality, Diversity & Inclusion (EDI)

• Project Inductions: Coordinate and manage induction processes, including scheduling sessions, verifying pre-induction compliance, ensuring security clearance, troubleshooting system issues, and serving as the primary contact for all induction logistics.
• New Starter Support: Facilitate onboarding for new team members by arranging IT access, providing guidance on project protocols, and arranging Welcome Calls to introduce new starters to project leaders.
• Leadership Coordination: Provide direct operational support to Project Directors and senior management, including organising and chairing regular leadership meetings, maintaining action trackers, and assisting with Project Stress Risk Assessments.
• Team Communication & Coordination: Act as the central liaison between project teams, site teams, and external consultants/clients to ensure timely distribution of project information.
• Project Management Office: Oversee workspace logistics by managing desk bookings, locker allocations, and coordinating IT and facilities requests for WSP and site offices for internal and external staff.
• Site Visit Coordination: Arrange and confirm visitor bookings, verify completion of mandatory training, and ensure appropriate PPE is requested and available.
• Site Access & Dormancy Management: Liaise with client security teams to induct new personnel and restore access for returning staff, ensuring compliance with site protocols.
• Workshop & Meeting Logistics: Organise visitor bookings, meeting room reservations, and catering arrangements for workshops and key project meetings.
• Event Planning & Social Coordination: Plan and deliver team engagement activities, including social events and milestone celebrations, managing budgets and logistics.
• Time Booking Coordination: Assist Project Controls with managing time bookings against work orders, and collating justifications for Bank Holiday work.
• EDI Reporting: Support Equality, Diversity, and Inclusion reporting requirements by gathering and submitting Project data.
• Various Ad-hoc Requests: Facilitate and implement training programmes, document formatting, manage specialised IT project requests, provide support with expense processing, and maintain and update SharePoint pages for streamlined information access.

• Effective Coordination: Demonstrates strong organisational skills, ensuring seamless project operations and stakeholder alignment.
• Clear Communication: Facilitates transparent and timely information flow between internal teams, external partners, and clients.
• Governance & Compliance: Maintains accurate records and upholds site protocols, inductions, and compliance standards.
• Executive Support: Provides reliable operational assistance to senior leadership, including meeting management and action tracking.
• Resource Management: Oversees workspace logistics, IT coordination, and facilities to optimise team productivity.
• Financial & Programme Support: Assists with time booking, budget oversight, and programme accuracy.
• Team Engagement: Organises team events and initiatives that foster collaboration and morale.
• EDI & Reporting: Collects and submits data to support Equality, Diversity, and Inclusion objectives.
• Technical Proficiency: Utilises document management systems and IT tools to streamline administrative processes.

• Extensive experience of similar major projects in rail or transport infrastructure.
• Relevant certifications in project management, business or administration and/or membership of a relevant professional body (e.g., Association for Project Management - APM) would be beneficial.

• Work-life balance: At WSP, we understand that work is just one aspect of your life. It’s important to make time for you, your family, friends, interests and your community. Our hybrid working policy offers the flexibility to work from home two days a week, while also providing opportunities to collaborate in our modern offices across the UK.
• Inclusivity & Belonging: We welcome applicants with varied backgrounds and experiences. We enable rewarding careers by encouraging people to bring their whole and authentic selves to work so that our work represents the fullest spectrum of society. We celebrate integrity and treat people with respect, supporting each other and embracing a culture of inclusion and belonging at WSP.
• Health & Wellbeing: We are committed to supporting our people, giving you the tools to make improvements to your health and wellbeing through our Thrive programme. Our Virtual GP service gives you access to an NHS or Irish Medical Council GP at a time and place that suits you – giving you peace of mind and quick access to medical advice when you need it most.
• Flex your time: To enhance work‑life balance, WSP offers the “WSP My Hour,” allowing you to take one hour each day for personal activities, with the flexibility to make up the time earlier or later that day.
• Your development: We understand the importance of development and training to you. That’s why we foster a supportive environment that invests in your growth, whether through training, mentoring, or Chartership.