Community Outreach Coordinator

Oaklight LLC; Austin (TX); Hybrid; USD 50,000 - 60,000; Full time

Benefits offered by this job

Health

Retirement planning

Paid holidays

Paid time off

Flexible work schedule

Job summary

Oaklight LLC seeks a detail-oriented Project Coordinator to support project teams with administration, stakeholder outreach, meetings, events, and communications. You will manage schedules, prepare materials, assist with outreach research, staff events, and draft communications while keeping records organized.

You’ll represent Oaklight professionally in public settings and collaborate across multiple states, gaining exposure to stakeholder engagement and client support from day one.

Qualifications

• Strong organizational and attention to detail.
• Excellent written and verbal communication.
• Ability to manage multiple priorities with deadlines.
• Ability to work independently and in a team.
• Professional maturity and accountability.
• Proficiency with Microsoft Office suite (Word, Excel, PowerPoint).
• Flexibility to work evenings, weekends, and travel as needed.

Responsibilities

• Coordinate project logistics, schedules, meetings, and events.
• Prepare meeting materials, outreach materials, and documentation.
• Draft notes, summaries, and project communications.
• Maintain stakeholder databases and contacts.
• Support in-person and virtual events and staffings.
• Draft and edit client-facing materials and presentations.
• Support records management and project documentation.

Skills

Organizational skills

Communication

Time management

MS Office

Detail orientation

Team collaboration

Multitasking

Education

Bachelor's degree in communications or related field

Tools

Microsoft Teams

Zoom

Job description

Oaklight is seeking a detail oriented Project Coordinator to support our project teams across administration, stakeholder outreach, meeting and event logistics, and communications. This role is a great fit for someone who thrives on staying organized across multiple priorities, enjoys working directly with clients and community stakeholders, and takes pride in producing clean, accurate written materials.

You'll coordinate schedules and logistics across active projects, prepare meeting materials and documentation, support stakeholder research and outreach, help plan and staff in person and virtual events, and draft or edit communications ranging from fact sheets to presentations. You'll also play a key role in keeping our records, files, and databases organized and accurate.

We're looking for someone who is a strong communicator, comfortable representing Oaklight professionally in public settings, and confident managing detail heavy work without losing sight of the bigger picture.

If you're looking for a role where every day looks the same, this probably isn't it. At Oaklight, you'll support projects across multiple states, work directly with experienced professionals, and gain exposure to everything from stakeholder outreach and public meetings to project planning, communications, and client support. You’ll be trusted with real responsibility from day one.

Why you?

You're organized, dependable, and detail-oriented. You can manage multiple priorities without losing track of the details. You communicate well with a wide range of people, aren't intimidated by new situations, and take pride in doing the job well. Most importantly, you're curious, resourceful, and willing to learn. You know when to ask questions and seek help. You support your teammates and represent Oaklight professionally wherever a project takes you.

Key Responsibilities

Project Coordination & Administration

• Manage assignments across multiple projects, project managers, and project
• Coordinate project logistics, schedules, meetings, and events
• Prepare meeting materials, outreach materials, and project documentation
• Draft meeting notes, summaries, and other project documentation
• Coordinate with clients, venues, vendors, and project partners as needed to support project activities
• Enter time and expenses accurately and in a timely manner
• Support general office operations and contribute to administrative functions as needed to ensure the efficient execution of projects and business activities

Stakeholder Outreach & Research

• Conduct stakeholder, community, and project research
• Develop, maintain, and update stakeholder databases and contact lists
• Document and track stakeholder communications, inquiries, and responses
• Communicate with stakeholders in person, over the phone, and in writing

Meeting & Event Support

• Assist with planning, logistics, and staffing for in-person and virtual meetings, open houses, workshops, and community events
• Support meeting set-up and breakdown, attendee registration, and event logistics
• Provide technical support for virtual meetings using platforms such as Microsoft Teams and Zoom
• Represent Oaklight professionally at public meetings and community events
• Take accurate notes during meetings and project discussions

Communications & Materials Development

• Draft, edit, and proofread fact sheets, newsletters, website content, presentations, correspondence, and other project materials
• Assist with the development of PowerPoint presentations and public-facing materials
• Support website updates, digital engagement activities, and social media content as needed
• Review outreach materials and project documents for completeness, consistency, and accuracy

Documentation & Records Management

• and distribution
• Transcribe comments, sign-in sheets, and other project records
• Scan, organize, and maintain digital project files and documentation
• Assist with document control and records management activities

Required Qualifications

• Strong organizational skills and exceptional attention to detail
• Strong written and verbal communication skills
• Ability to manage multiple priorities and deadlines simultaneously
• Ability to work independently while contributing effectively as part of a team
• Professional maturity, sound judgment, and a strong sense of accountability
• Ability to communicate professionally with clients, stakeholders, and team members in person, over the phone, and in writing
• Proficiency with Microsoft Office Suite, including Word, Excel, and PowerPoint
• Flexibility to occasionally work evenings, weekends, and travel based on project needs
• Ability to work in a hybrid environment, including regular attendance at Oaklight's Austin office
• Valid driver’s license and reliable transportation
• Employment is contingent upon the successful completion of a background check

Bonus Points

• Experience with public involvement, community engagement, stakeholder community events
• Experience maintaining stakeholder databases, contact lists, or project tracking systems
• Graphic design experience, including Adobe Creative Suite, Canva, or similar tools
• Proficiency in Spanish
• Experience developing presentations, newsletters, websites, or other communications materials
• Familiarity with survey platforms and digital engagement tools such as SurveyMonkey, Mailchimp, Mentimeter, Microsoft Forms, or Google Forms
• Project management or project coordination experience
• Ability to find the typo everyone else missed

Education and Experience

Bachelor's degree in communications, public relations, journalism, marketing, planning, environmental studies, political science, or a related field

Full-time or part-time

Daily work schedule may vary depending on project needs

In-office and hybrid anticipated

Schedule

We believe great people deserve competitive compensation, flexibility, and benefits that support life both inside and outside of work. Oaklight offers competitive pay and benefits including, health, retirement planning, paid holidays, paid time off, and flexible work schedule, depending on project and client needs

• health
• retirement planning
• paid holidays
• paid time off
• flexible work schedule, depending on project and client needs

The anticipated salary range for this position is $50,000-$60,000 annually. Compensation will be commensurate with experience.

Oaklight provides equal opportunities to all qualified employees and applicants for future and current employment and prohibits discrimination on the grounds of race, color, religion, sex, national origin, age, marital status, genetic information, disability, protected veteran status, sexual orientation, gender identity or gender expression. We prohibit discrimination in decisions concerning recruitment, hiring, referral, promotion, compensation, fringe benefits, job training, terminations or any other condition of employment. Oaklight is in compliance with local, state, and federal laws and regulations and provides equitable opportunities in all aspects of employment.