Project Coordinator

Otak • Louisville, CO

7d • Hybrid

About The Position

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.

Requirements

• 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, submittits, 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.

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.
• 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, submittits, 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.

Benefits

• Competitive salaries
• Discretionary performance bonuses
• No-cost medical, dental, vision, life and disability insurance
• HRA/HSA
• 401(k)-retirement match
• Hybrid work schedule
• Paid Time Off (PTO) accrual based on your industry experience rather than your seniority
• 9 paid holidays per year
• Commuter allowance (based on your office location)
• Support for your professional registration and/or certification fees
• Relocation assistance may be provided

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed