What are the responsibilities and job description for the Project Administrator position at Mackin Engineering Co?
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