Otak is seeking a temporary Project Coordinator for a limited duration role in our Louisville office. This position will support our Front Range team and perform a wide range of tasks that directly support our design and engineering projects. You will provide 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.
Otak functions as an integrated, multi-disciplinary firm where you'll aid different business units and collaborate on projects spanning various disciplines. This role will primarily support our Water & Natural Resources and Structural Teams.
What you’ll do:
- Coordinate and support projects from startup to closeout including setting up projects in accounting software, updating project workload planning, and contract administration for projects.
- Review 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.
- Attend project meetings as needed and document key topics and action items to assist in resolution of necessary tasks as required by the project team.
- Review final deliverables (technical 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.
What you bring:
- High school diploma (or equivalent) and at least 3 years of relevant experience, or an equivalent combination of a Bachelor's degree and equivalent experience.
- Demonstrated experience providing project coordination or project administrative support in professional or technical services environment. Background in the Architecture, Engineering & Construction (AEC) industry is a plus.
- Advanced proficiency in Microsoft Office (Word, Excel, SharePoint, and PowerPoint). Experience with Deltek or similar accounting/CRM software is preferred.
- Collaborative, proactive, and ability to engage effectively with teams and diverse networks of stakeholders (internal and external).
- Strong technology, organizational, and communication (written/oral/visual) skills.
- Demonstratable critical thinking, troubleshooting, time management and problem-solving 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: $28-32 per hour
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!