Project Coordinator / Administrative Assistant
Location: Portland, OR and surrounding areas (remote with occasional in-person meetings)
Schedule: 20 hours per week, flexible scheduling.
Compensation: $40-60 per hour based on experience.
Contract Type: Independent contractor (1099 basis)
About the Role and Company:
Vela Projects is an owner’s representation and project management firm whose mission is to enhance the built environment for the benefit of communities. Current projects include capital improvement projects for community-oriented organizations, sustainably built homes, and culturally specific affordable housing.
We are a small but value-driven firm based in Portland, OR. At present, the firm is led by Ken Kinoshita. We are looking for a Project Coordinator to support daily operations and the company’s mission by supporting the project management services we offer. This role is ideal for someone who is collaborative, detail-oriented, and who shares our excitement for the mission. This is an opportunity to contribute meaningfully to projects that prioritize equity, community voice, and lasting public benefit.
For more information on the firm, please visit the website at velaprojects.com
Key Responsibilities:
● Maintain and improve project management processes and tools.
● Organize and manage project documentation and digital archives.
● Track project budgets, invoices, and expenses across multiple engagements.
● Assist in scheduling, calendar coordination, and occasional in-person meetings.
● Support with project procurement efforts, including outreach to potential contractors and consultants.
● Prepare meeting notes, status updates, and follow-up communications as needed.
● Assist in the preparation of reports, presentations, and client deliverables.
Qualifications:
● 3-5 years of experience in administrative or project coordination roles, preferably in construction, architecture, or public infrastructure.
● Proficiency in Microsoft Office Suite and Google Workspace.
● Strong organizational skills, time management, and attention to detail.
● Strong written and verbal communication and excellent interpersonal skills.● Self-starter with the ability to manage tasks independently in a remote work environment.
● Familiarity with Smartsheets or similar project management platforms.
● Comfort working with Gantt charts, timelines, and basic scheduling tools.
● Familiarity with construction terminology and phases and ability to read and interpret architectural plans is a plus.
How to Apply:
Please send your resume and a brief cover letter to naomi@velaprojects.com with the subject line “Project Coordinator Application”.
