Project Coordinator - OTAK INC
Portland, OR 97204
About the Job
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.
What you’ll do:
- 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.
What 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: $25-$35 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? Watch this short video: Our Why
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
Otak is proud to be an Affirmative Action and Equal Opportunity Employer. The Equal Opportunity policy at Otak, Inc. provides a fair and equal employment opportunity for all employees and applicants regardless of race, color, religion, nation origin, gender, gender identity, sexual orientation, age, marital status, protected veteran status or disability or any other status(es) protected by law. Otak ensure nondiscrimination in all programs and activities in accordance with Title VII of the Civil Rights Act of 1964 and mandatory supplements to EEO (revisions).
At Otak, we recognize that inclusion is a practice, and we are determined to lead our industry by embedding that practice into our work. Cultivating an inclusive workplace environment is ongoing and consistent work, requiring dedication and commitment from every member of the organization. This commitment is reflected in Otak’s promise to significantly increase employee diversity, impact the communities in which we work, and establish ongoing relationships within these communities.
Otak’s Vision for an Inclusive Environment includes the following:
- We embrace diverse identities, and willingly engage across difference
- All employees can experience the workplace safely and show up as their authentic selves
- Fostering unique perspectives and an open exchange of ideas
- Engaging one another with curiosity rather than judgment
- Relationships are built on mutual trust, dignity, and respect
If you are a minority, veteran, person with a disability, or a member of the LGBTQA Community, we strongly encourage and welcome you to apply to any open position of interest. If you want to learn more about Otak, this position, or the company’s commitment to diversity, equity, and inclusion, contact our Human Resources Department at GRPHumanResources@otak.com.
*Please note, Otak is not accepting resumes from 3rd party recruitment agencies at this time.