AEC Project Coordinator - Client Services & PM

Otak, Inc.; Portland (OR); On-site; USD 44,000 - 59,000; Full time

Benefits offered by this job

Hybrid work schedule

Relocation assistance may be provided

No-cost medical, dental, vision, life,

HSA/HRA

401(k) retirement match

Commuter allowance

Professional registration/certificatio

Additional benefits and bonuses

Job summary

Otak, Inc. in Portland, Oregon is seeking a Project Coordinator to join Otak CPM and support complex projects from startup to closeout.

You will coordinate with Client Service Managers, senior project managers, design consultants, and builders, ensuring strong communication, organization and exceptional client service. With 7+ years of relevant experience and AEC industry background, you will help manage schedules, contracts, and project workflows while collaborating across design and

Qualifications

• High school diploma or equivalent with 7+ years of experience, or a bachelor’s degree with related experience.
• Minimum of 7 years in project management or business administration.
• AEC industry experience required.
• Experience handling simultaneous projects or large Programs.
• Knowledge of building design/construction systems and large capital projects preferred.
• Experience in contract administration preferred.
• Proficiency with Word, Excel, Outlook, PowerPoint and Adobe Acrobat/Bluebeam.
• Familiarity with SharePoint, Smartsheet, Teams, and Deltek Vision or Vantagepoint preferred.
• Willingness to travel to client sites.

Responsibilities

• Support business development through pursuit work, proposals, editing, and research.
• Provide high‑level assistance on multiple projects, reporting to a Client Service Manager.
• Coordinate and support all project areas from startup to closeout, including Deltek Vantagepoint setup and contract administration.
• Manage limited scopes within projects, including logistics, data tracking, and contract management on large programs.
• Act as liaison among project team members to coordinate meetings and deliverables.
• Prepare client meetings, reserve locations, schedule rooms, and draft correspondence.
• Create and maintain project documentation and filing; disseminate materials to clients and project teams.
• Collaborate with accounting, legal, and other departments to ensure contract and billing docs are accurate.
• Review SOWs and fees; draft and disseminate subconsultant agreements; support process adherence and onboarding.

Skills

Project coordination

Communication

Organization

Client service

Cross-functional collaboration

Travel ability

Education

Bachelor's degree (optional)

High school diploma or equivalent

Tools

Deltek Vantagepoint

Deltek Vision

Smartsheet

SharePoint

Microsoft Teams

Job description

Otak, Inc. in Portland, Oregon is seeking a Project Coordinator to join Otak CPM and support complex projects from startup to closeout.

You will coordinate with Client Service Managers, senior project managers, design consultants, and builders, ensuring strong communication, organization and exceptional client service. With 7+ years of relevant experience and AEC industry background, you will help manage schedules, contracts, and project workflows while collaborating across design and