Project Administrator

POSITION SUMMARY:

Mackin Engineers & Consultants is seeking a highly organized and detail-driven Project Administrator to support both day-to-day office operations and the coordination of engineering and construction projects. This full-time, hybrid role is essential to keeping teams organized, projects on track, and business operations running smoothly.

The ideal candidate is proactive, dependable, and comfortable managing multiple priorities while working closely with project teams, leadership, and clients. This role offers a blend of administrative, project coordination, and marketing support in a collaborative and professional environment.

ABOUT MACKIN

Founded in 1960, Mackin Engineers & Consultants is a multi-disciplinary engineering and consulting firm delivering innovative solutions to public and private sector clients across Pennsylvania, Ohio, Maryland, and West Virginia. We are committed to integrity, quality, and excellence and take pride in fostering a collaborative, supportive workplace where employees can grow and thrive.

WHAT YOU’LL DO

Provide general administrative and clerical support across departments, including document formatting, correspondence, data entry, and records management

Serve as a first point of contact by answering and directing calls, greeting visitors, and maintaining a professional, welcoming office environment

Organize and maintain physical and digital filing systems, including confidential and project-related records

Coordinate meetings, schedules, travel arrangements, and office logistics

Manage incoming and outgoing mail, packages, and office supply inventory

Support the planning, coordination, and documentation of multiple engineering and construction projects

Maintain project schedules, budgets, tracking tools, milestones, and deliverables

Prepare, organize, and distribute project documentation, reports, meeting notes, and correspondence

Assist with contract documentation, subconsultant agreements, procurement tracking, and compliance requirements

Support invoice preparation, cost tracking, and project closeout documentation

Ensure project records align with internal procedures and quality standards

Assist with proposal preparation, marketing materials, and company documents

Support internal events, employee functions, and corporate initiatives

Collaborate with leadership and project teams to support operational efficiency and client service excellence

WHAT WE’RE LOOKING FOR

High school diploma required; Associate’s or Bachelor’s degree in business or a related field preferred

2+ years of administrative, project administration, or operations support experience

Experience in engineering, construction, or CM/CI environments preferred

Proficiency in Microsoft Office Suite (Word, Excel, Outlook)

Experience with Adobe, Canva, project management, or document management software is a plus

Familiarity with ECMS a plus

Strong organizational, multitasking, and problem-solving skills

Excellent written and verbal communication skills

Detail-oriented, reliable, and able to handle confidential information

Comfortable working independently and collaboratively in a fast-paced environment

WHAT WE OFFER:

Competitive pay based on experience

PTO, 8 Holidays, Bereavement Leave, Parental Leave

Commitment to the hybrid work model

Generous contributions to Medical Insurance

HSA per paycheck contribution

Dental & Vision Insurance

Life insurance

Short Term Disability and Long-Term Disability

401K Matching

Education Assistance program

EAP Program

Employee Referral Program