Project Coordinator: Organize, Track & Deliver AEC Projects

Otak, Inc.; Louisville (CO); On-site; USD 30,000 - 51,000; Full time

Benefits offered by this job

Hybrid work schedule

Relocation assistance

Discretionary performance bonuses

Comprehensive benefits package

Job summary

Otak, Inc. in Louisville, CO is seeking a Project Coordinator to support the Rocky Mountain Region and help deliver design and engineering projects.

The role involves coordinating startup to closeout, preparing and distributing contracts and projections, and ensuring documentation is accurate and on track. Based in our Louisville office and reporting to the Operations Manager, you will work with Engineers, Subconsultants, and Project Managers to organize meetings, track deliverables, and support

Qualifications

• High school diploma or equivalent with relevant experience or a bachelor's degree and related experience.
• Experience as a Project Coordinator, Project Administrator, or similar role in AEC or professional services preferred.
• Advanced proficiency with Microsoft Office (Word, Excel, PowerPoint, SharePoint); knowledge of MS Project or Smartsheet is a plus.
• Experience with Deltek Vantagepoint/Vision or similar ERP/accounting/CRM systems preferred.
• Foundational understanding of project coordination, contracts, budgets, billing, and project controls.

Responsibilities

• 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.
• Serve as liaison between Engineers, Subconsultants, and Project Managers to coordinate meetings and track deliverables; participate in weekly team meetings.
• Review final deliverables for clarity, spelling, grammar, formatting, and overall document compliance.
• Create and maintain project documentation including schedules, proposals, submittals, drawings, contracts, meeting minutes, and correspondence.
• Work with accounting, legal, and other departments to ensure contract and billing documentation is complete and accurate.
• Review SOWs and fees for proposals and contracts; draft and disseminate subconsultant agreements.
• Attend meetings to document key topics and action items; assist in task resolution.
• Assist with organizing client meetings, reserve meeting spaces, collect documents, record minutes, and draft correspondence.
• Provide support for regional office operations as assigned.

Skills

Project coordination

Communication skills

Attention to detail

Organizational skills

Independent worker

Education

High school diploma or equivalent

Bachelor's degree with related experience

Tools

Deltek Vantagepoint/Vision

Microsoft Office Suite

Microsoft Project/Smartsheet

Job description

Otak, Inc. in Louisville, CO is seeking a Project Coordinator to support the Rocky Mountain Region and help deliver design and engineering projects.

The role involves coordinating startup to closeout, preparing and distributing contracts and projections, and ensuring documentation is accurate and on track. Based in our Louisville office and reporting to the Operations Manager, you will work with Engineers, Subconsultants, and Project Managers to organize meetings, track deliverables, and support