Project Coordinator

At MacKay, we believe great people are the foundation of our growth and success.
We are in an exciting phase of expansion, creating new opportunities for our employees to take on meaningful work, collaborate across disciplines, and build long-term careers. Whether your role is technical or part of our support services team, you play an important role in delivering high-quality work and helping our projects succeed.
We’re seeking a proactive, relationship-focused, and highly organized Project Coordinator to join our dynamic team in Chicago, IL. In this critical role, you’ll primarily support these teams, with additional duties across other areas, including coordinating activities, managing documentation, and facilitating efficient communication among team members.
The ideal candidate is detail-oriented, collaborative, and thrives in a fast-paced, multitasking environment. We would love to connect with you if you are eager to drive impact and advance your career within a collaborative, purpose-driven team.
This is a hybrid role based in our downtown Chicago office, which is conveniently located and easily accessible via public transit. The office features several gathering spaces, a workout space, a cafe, and a food truck, with lobby events geared toward mingling and networking
Key Responsibilities:
Project Delivery: Learn MacKay’s project management systems and standards. Partner with project managers to ensure all projects meet internal performance requirements for documentation, communication, and quality control.
Project Setup and Closeout: Assist project managers in creating draft contact lists, coordinating internal quality reviews, and approvals of Project Management Plans.
General Project Support: Assist project analysts and project managers with daily project needs as assigned, including the tracking of project progress, preparation of status reports and project write-ups, and assisting project managers with communicating updates to stakeholders.
ERP System Data Entry and Support: Utilize Vantagepoint database to enter data, develop reports, support team invoicing and the revenue forecasting process, and provide best practices for cross-functional teams.
Build and strengthen direct, close relationships among staff and ensure efficient communication.
Bring a continuous improvement mindset to proactively identify opportunities to increase project management support and improve team operating procedures to increase efficiency and effective communication.
Assist in managing necessary communications to clients, staff, and subconsultants with necessary project information.
Assist in the preparation and tracking of project proposals, scopes, schedules, and budgets
Maintain and update project documentation, including contracts, permits, submittals, RFIs, and change orders.
Organize and participate in project meetings, team events, prepare agendas, and take meeting minutes.
Support the preparation of project billing and invoicing.
Provide additional administrative support to Project Managers and project teams, such as calendar management, project reporting, email correspondence, travel, conference registrations, and other general administrative duties.
Qualifications:
A bachelor’s degree in business administration or equivalent experience is preferred but not required.
Minimum of four years of experience in project coordination or a similar role, preferably within the Architecture, Engineering, and Construction (AEC) industry.
Strong organizational and time-management skills with the ability to prioritize tasks.
Excellent verbal and written communication skills.
Proficiency in Google Office Suite (Docs, Sheets, Slides).
Must be proactive, self-motivated, able to multitask, prioritize, work both independently and in a team environment, and work under deadline pressures.
The ability to interface effectively and professionally with clients, consultants, and the community at large.
Why Join MacKay?
A people-first culture
At MacKay, we put people first. We are committed to creating an environment where employees can grow, contribute, and do their best work. We support well-being, encourage balance, and create space for people to succeed both professionally and personally.
Meaningful work and real impact
Our teams take on complex infrastructure and environmental challenges that support critical systems and shape the places where people live and work. Every role contributes to delivering that work and making it successful.
Growth and opportunity
We are in an exciting phase of growth, expanding across geographies, services, and markets. That growth creates opportunities for our employees to take on new challenges, build their careers, and contribute in new ways as the company evolves.
A strong and trusted foundation
Built on more than 50 years of experience, MacKay has developed a reputation for quality work, strong relationships, and dependable results. You’ll be part of a team with a solid foundation and a clear direction for the future.
Opportunities to share in success
We provide opportunities for employees to participate in ownership and build long-term financial value as the company grows.