Project Coordinator

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

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Are you a natural planner who thrives on coordination and variety in your workday? Otak CPM is seeking an experienced Project Coordinator to join our Portland, Oregon office and support complex projects with multiple moving parts. In this role, you’ll work closely with our Client Service Managers, Senior Project Managers, design consultants, and builders, making strong communication, organization, and exceptional client service essential.

At Otak CPM, we serve as independent advocates for our clients, helping keep their projects aligned, on track, and moving forward smoothly. Our expertise bridges the gap between design teams and builders, ensuring budgets, scope, and schedules are managed effectively. By handling the details, we enable our clients to focus on what matters most to them.

How You'll Contribute

• Support business development through participation in pursuit work, proposal writing and editing, and business development research, and provide leads to the overseeing Client Service Manager.
• Provide high-level assistance on multiple projects/programs, reporting to a Client Service Manager within a business unit/practice area (e.g., Architecture, Engineering, PM/CM, Project Controls).
• Coordinate and support all areas of the project from startup to closeout, including setting up projects in Deltek Vantagepoint, updating project workload planning, and contract administration for projects.
• Manage limited scopes of work within a project, including logistics and data tracking, and/or have responsibilities for contract management, project controls, and accounting on a large project or program.
• Assist as a liaison between all project team members, including the Client, Architects, Engineers, Subcontractors, Project Managers, and Field Personnel, to coordinate meetings and track completion of deliverables.
• Assist with the preparation of client meetings, reserving meeting locations and scheduling conference rooms, collecting and compiling documents, recording meeting minutes, and drafting correspondence.
• Create and maintain project documentation and filing, including project schedules, proposals, submittals, drawings, contractual documents, meeting minutes, and correspondence. Assist with preparing and disseminating materials to clients, the project team, and the public.
• Work closely with accounting, legal, and other associated departments to ensure all required contract and billing documentation is accurate and complete.
• Following the firm's standards, review SOWs and fees for proposals and contracts. Draft, compile, and disseminate subconsultant agreements.
• Support the team in adherence to project processes and help conduct onboarding/training. May have ownership of project workflows and responsibilities for maintaining and optimizing processes.

The Strengths You Bring

• High school diploma or equivalent and at least 7 years of relevant professional experience, or an equivalent combination of a bachelor’s degree and related experience.
• Minimum of 7 years of experience in project management or business administration required.
• AEC industry experience required.
• Demonstrated experience working on simultaneous projects or a large program is required.
• Knowledge of building design/construction systems and experience supporting large capital projects from design through construction/closeout strongly preferred.
• Experience in contract administration is preferred.
• Demonstrated experience with Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) and Adobe Acrobat or Bluebeam is required.
• Familiarity with SharePoint, Smartsheet, Microsoft Teams, and Deltek Vision or Vantagepoint is preferred.
• Ability to travel to co-located environments at client sites.

Please note that the salary information shown below is a general guideline only. Salaries are based upon candidate experience, qualifications, and work location as well as market and business considerations.

Pay Range:$32-$43 per hour

At our core, we believe that supporting our communities begins with supporting our employees. No matter what stage you’re at in your career, we have a comprehensive total rewards program to enhance your quality of life, help support your family, and assist you in achieving your personal and professional goals. 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.

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

We are committed to creating an environment where:

• 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!