Project Coordinator

Otak is seeking a Project Coordinator to support our Rocky Mountain Region and play a key role in the successful delivery of design and engineering projects. Reporting to the Operations Manager, this position provides essential support to Project Managers through the coordination, preparation, distribution, and tracking of project documentation, proposals, contracts, and other project-related materials. The Project Coordinator is a key resource to project teams, helping keep projects 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. 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: $30-$37 per hour 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.