Project Coordinator

otakinc; Louisville (CO); Hybrid; USD 41,000 - 51,000; Full time

Benefits offered by this job

Hybrid work schedule

No-cost medical, dental, vision, life,

HRA/HSA

401(k) match

PTO and holidays

Commuter allowance

Job summary

Otak seeks a Project Coordinator to support the Rocky Mountain Region from our Louisville, CO office. You will coordinate, prepare, and track project documentation, proposals, contracts, and related materials to help project teams stay organized and on track.

Reporting to the Operations Manager, you will assist with invoicing, meeting coordination, and document control while maintaining quality and deadlines across design and engineering projects in the AEC sector.

Qualifications

• 5+ years of relevant professional experience in AEC or professional services
• Experience as a Project Coordinator or similar role within AEC or professional services
• Advanced proficiency with Microsoft Office (Word, Excel, PowerPoint, SharePoint) and project tools
• Excellent written, verbal, and visual communication, including proofreading and quality control

Responsibilities

• Coordinate and support projects from startup to closeout, including setup in Deltek Vantagepoint
• Review client and subconsultant invoices
• Liaise between engineers, subconsultants, and project managers to coordinate meetings and track deliverables
• Review final deliverables for clarity, spelling, grammar, formatting, and compliance
• Create and maintain project documentation including schedules, proposals, submittals, drawings, and minutes
• Collaborate with accounting, legal, and other departments to ensure contract and billing documentation is accurate
• Review SOWs and fees for proposals and contracts
• Draft and disseminate subconsultant agreements
• Attend meetings and document key topics and actions
• Organize client meetings and scheduling of conference rooms
• Provide support for regional office operations

Skills

Project coordination

Communication

Detail orientation

Independent work

Proactive communication

Collaboration

Quality control

Time management

Education

High school diploma or Bachelor’s degree

Tools

Deltek Vantagepoint/Vision

Microsoft Project

Smartsheet

SharePoint

Job description

Otak is seeking a Project Coordinator to support our Rocky Mountain Region and contribute to the successful delivery of design and engineering projects. Based in our Louisville, Colorado office and reporting to the Operations Manager, this position supports Project Managers by coordinating, preparing, distributing, and tracking project documentation, proposals, contracts, and other project-related materials. The Project Coordinator serves as a key resource for project teams, helping ensure projects remain organized, on track, and moving forward efficiently.

The Rocky Mountain Region includes Transportation & Infrastructure, Water & Natural Resources, Structural Engineering, Planning & Landscape Architecture, and Construction Management & Inspection services. As an integrated, multi-disciplinary firm, Otak offers the opportunity to collaborate with professionals across a wide range of disciplines and contribute to diverse projects throughout Colorado and the western United States. Our team is committed to delivering exceptional client service and innovative solutions for public-sector clients and the communities they serve.

This position will be based out of our Louisville, Colorado office.

How You'll Contribute

• Coordinate and support projects from startup to closeout including setting up projects in accounting software (Deltek Vantagepoint), updating project workload planning, and contract administration.
• Assist with reviewing client invoices and subconsultant invoices.
• Assist as liaison between all project team members including the Engineers, Subconsultants, and Project Managers to coordinate meetings and track completion of deliverables. Participate and support weekly team meetings and workload review.
• Review final deliverables (reports, memos, specifications) and perform quality control review for clarity, spelling, grammar, formatting, and overall document compliance.
• Create and maintain project documentation including project schedules, proposals, submittals, drawings, contractual documents, meeting minutes, and correspondence. Assist with preparing and disseminating materials to clients and project team.
• Work closely with accounting, legal, and other associated departments to ensure all required contract and billing documentation is accurate and complete.
• Review SOWs and fees for proposals and contracts.
• Draft, compile, and disseminate subconsultant agreements.
• Attend meetings throughout the project and document key topics and action items to assist in resolution of necessary tasks as required by the project team.
• Aid in organizing client meetings, reserving meeting locations and scheduling conference rooms, collecting and compiling documents, recording meeting minutes, and drafting correspondence.
• Provide support for the regional office operations as assigned.

The Strengths You Bring

• High school diploma (or equivalent) and at least 5 years of relevant professional experience, or an equivalent combination of a bachelor's degree and related experience.
• Experience as a Project Coordinator, Project Administrator, or similar role within the Architecture, Engineering, and Construction (AEC) industry or another professional services environment preferred.
• Advanced proficiency with Microsoft Office, including Word, Excel, PowerPoint, and SharePoint. Experience with Microsoft Project, Smartsheet, or similar project management tools is a plus.
• Experience with Deltek Vantagepoint/Vision or another professional services ERP, accounting, or CRM system preferred.
• Foundational understanding of project coordination, contracts, project documentation, budgets, billing, and project controls.
• Highly organized and detail-oriented, with the ability to manage multiple priorities and deadlines while maintaining accuracy and quality.
• Excellent written, verbal, and visual communication skills, including proofreading and quality control review.
• Strong analytical and problem-solving skills, with the ability to identify discrepancies, anticipate project needs, and recommend solutions where appropriate.
• Demonstrated ability to work independently, exercise sound judgment within defined protocols, and take ownership of assigned tasks through completion.
• Proactive communicator who is comfortable asking questions, resolving issues, and escalating concerns when appropriate.
• Collaborative with the ability to build effective working relationships across project teams, business units, regions, and corporate support functions.

Pay Range: $30-$37 per hour

Benefits

• Otak employees enjoy competitive salaries
• discretionary performance bonuses
• no-cost medical, dental, vision, life and disability insurance, HRA/HSA
• a 401(k)-retirement match
• a hybrid work schedule
• Paid Time Off (PTO) accrual based on your industry experience rather than your seniority plus 9 paid holidays per year
• a commuter allowance (based on your office location)
• support for your professional registration and/or certification fees
• and much more!
• If you are out of the area and interested in relocating for this opportunity, relocation assistance may be provided.

Why work at Otak?

We’re not just looking for skills and experience, having shared values is just as important! When you work at Otak, you aren’t just joining a firm — you’re joining a community. We believe our best work happens in a culture of collaboration and inclusion, where the expertise of diverse individuals can thrive in a foundation of teamwork. The work environment we create is built on a simple concept: working on interesting projects with interesting people. However, we don’t just believe in cultivating our own community; we’re also committed to enriching the communities around us with smart, creative solutions. We know our employees make an investment in us, so we’re committed to making an investment in them. Seasoned experts and young professionals work together to encourage personal growth and skill development at all experience levels. Plus, we’re expanding — and we’re dedicated to developing an internal infrastructure with the strength and talent to support that growth.

Equal Opportunity

At Otak, we are proud to be an equal opportunity employer committed to cultivating a workplace that is inclusive, equitable, and respectful for all. We believe that diverse perspectives enrich our work environment, fuel innovation, and are essential to our collective success.

We are dedicated to maintaining a workplace that is free from discrimination, harassment, and bias. Every individual at Otak is valued, included, and treated with dignity and respect. We do not tolerate discrimination based on race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local laws.

All employment decisions, including those related to recruitment, hiring, training, promotion, compensation, benefits, and termination are based on business needs, job requirements, and individual qualifications. We strive to ensure that our practices uphold fairness and equity at every stage of the employment lifecycle.

Our Vision for an Inclusive Workplace

• Diverse identities are embraced, and differences are valued as a source of strength.
• Every employee feels safe to be their authentic self and contributes meaningfully.
• Unique perspectives are encouraged, and open dialogue is welcomed to foster innovation.
• Curiosity replaces judgment, and respectful engagement is prioritized in all interactions.
• Relationships are built on mutual trust, dignity, and respect, forming the foundation of our workplace culture.

We provide reasonable accommodation for individuals with disabilities, including pregnant employees, to ensure an accessible and supportive work environment. If you require assistance or accommodations during the application process or in the workplace, please contact Otak’s People Services Department at [e-mail].

Join us in shaping a more inclusive future!