Project Coordinator

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Are you a natural planner who thrives on coordination and variety in your workday? Otak CPM is seeking an experienced Project Coordinator to join our Portland, Oregon office and support complex projects with multiple moving parts. In this role, you’ll work closely with our Client Service Managers, Senior Project Managers, design consultants, and builders, making strong communication, organization, and exceptional client service essential.

At Otak CPM, we serve as independent advocates for our clients, helping keep their projects aligned, on track, and moving forward smoothly. Our expertise bridges the gap between design teams and builders, ensuring budgets, scope, and schedules are managed effectively. By handling the details, we enable our clients to focus on what matters most to them.

• Support business development through participation in pursuit work, proposal writing and editing, and business development research, and provide leads to the overseeing Client Service Manager.
• Provide high-level assistance on multiple projects/programs, reporting to a Client Service Manager within a business unit/practice area (e.g., Architecture, Engineering, PM/CM, Project Controls).
• Coordinate and support all areas of the project from startup to closeout, including setting up projects in Deltek Vantagepoint, updating project workload planning, and contract administration for projects.
• Manage limited scopes of work within a project, including logistics and data tracking, and/or have responsibilities for contract management, project controls, and accounting on a large project or program.
• Assist as a liaison between all project team members, including the Client, Architects, Engineers, Subcontractors, Project Managers, and Field Personnel, to coordinate meetings and track completion of deliverables.
• Assist with the preparation of client meetings, reserving meeting locations and scheduling conference rooms, collecting and compiling documents, recording meeting minutes, and drafting correspondence.
• 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, the project team, and the public.
• Work closely with accounting, legal, and other associated departments to ensure all required contract and billing documentation is accurate and complete.
• Following the firm's standards, review SOWs and fees for proposals and contracts. Draft, compile, and disseminate subconsultant agreements.
• Support the team in adherence to project processes and help conduct onboarding/training. May have ownership of project workflows and responsibilities for maintaining and optimizing processes.

• High school diploma or equivalent and at least 7 years of relevant professional experience, or an equivalent combination of a bachelor’s degree and related experience.
• Minimum of 7 years of experience in project management or business administration required.
• AEC industry experience required.
• Demonstrated experience working on simultaneous projects or a large program is required.
• Knowledge of building design/construction systems and experience supporting large capital projects from design through construction/closeout strongly preferred.
• Experience in contract administration is preferred.
• Demonstrated experience with Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) and Adobe Acrobat or Bluebeam is required.
• Familiarity with SharePoint, Smartsheet, Microsoft Teams, and…