Project Coordinator

Otak is actively seeking a Project Coordinator to support our Oregon / SW Washington Team and perform a wide range of tasks that directly support our design and engineering projects. The Project Coordinator provides support to Project Managers and Business Unit Leaders through the management of workflows and the coordination, creation, distribution, and tracking of project documentation, proposals, contract documents, and other items associated with the successful delivery of projects.  This position may be based out of our Portland, OR or Vancouver, WA office.

The Oregon / SW Washington region comprises of Transportation & Infrastructure, Water & Natural Resources, Structural Engineering, Survey, Civil Design, and Planning & Landscape Architecture. Otak functions as an integrated, multi-disciplinary firm where you'll aid different business units and collaborate on projects spanning various disciplines.

How You'll Contribute:

• Coordinate and support all areas of the project from startup to closeout including setting up projects in accounting software, updating project workload planning, and contract administration for projects.
• Assist as liaison between project team members including the Client, Project Managers (PM), and Subconsultants to coordinate meetings and track completion of deliverables.
• Work closely with accounting, legal, and other associated departments to ensure all required contract and billing documentation is accurate and complete.
• Review scopes of work and fees for proposals and contracts. Draft, compile, and disseminate subconsultant agreements.
• Coordinate and input permit submittals to various jurisdictions in the region, including file management and communications between reviewers and PMs.
• Support PMs with monthly project invoicing, including draft review, creating and updating supporting documentation such as progress reports and financial updates, and coordination of subconsultant invoices.
• Aid in organizing client meetings, reserving meeting locations and scheduling conference rooms, collecting and compiling documents, recording meeting minutes, and drafting correspondence.
• 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.
• 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, project team, and the public.

The Strengths You Bring:

• High school diploma (or equivalent) and at least 5 years of relevant experience, or an equivalent combination of a Bachelor's degree and equivalent experience.
• Significant experience providing project coordination or project administrative support in professional/technical services environment.
• Architecture, Engineering & Construction (AEC) industry experience preferred.
• Collaborative, proactive, and comprehensive approach to problem solving and ability to engage effectively with teams and diverse networks of stakeholders.
• Strong technology, organizational, and communication (written/oral/visual) skills.

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.

Salary Range: $32-$34 per hour

Benefits

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 that is 100% vested immediately; 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

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 

GRPHumanResources@otak.com

Join us in shaping a more inclusive future!