Project Administrator

Mackin Engineering Co•Pittsburgh, PA

1d•Hybrid

About The Position

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.

Requirements

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)
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

Nice To Haves

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

Responsibilities

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