Hybrid Project Coordinator — Chicago (AEC)

MacKay; Chicago (IL); Hybrid; USD 43,000 - 59,000; Full time

Benefits offered by this job

Medical (including HSA)

Dental

Vision

FSA

Life Insurance

401(k) match

Paid vacation & holidays

Employee ownership options

Licensure expense coverage

Job summary

MacKay in Chicago, IL is seeking a proactive Project Coordinator to support project delivery and coordination across multiple teams. This hybrid role offers opportunities to work in a downtown office with public transit access and collaborate on documentation, meetings, and client communications.

The ideal candidate has four or more years in project coordination, strong organizational skills, and proficiency with Google Workspace.

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 in the 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, multitask, prioritize, and work under deadlines.
• Ability to interface effectively with clients, consultants, and community.

Responsibilities

• Project Delivery: learn PM systems and ensure projects meet documentation and quality standards.
• Project Setup and Closeout: assist in creating drafts, coordinating reviews, and approvals.
• General Project Support: track progress, prepare status reports, and communicate updates to stakeholders.
• ERP System Data Entry and Support: use Vantagepoint to enter data, develop reports, support invoicing and forecasting.
• Build strong relationships among staff and ensure efficient communication.
• Identify opportunities to improve project management support and procedures.
• Assist in client, staff, and subconsultant communications.
• Prepare and track project proposals, scopes, schedules, and budgets.
• Maintain project documentation: contracts, permits, submittals, RFIs, change orders.
• Organize meetings, prepare agendas, and take minutes.
• Support project billing and invoicing.
• Provide general administrative support to PMs and teams (calendar, reporting, travel, registrations).

Skills

Project coordination

Time management

Communication

Teamwork

Attention to detail

Education

Bachelor’s degree in business administration or equivalent

Tools

Google Docs/Sheets/Slides

Job description

MacKay in Chicago, IL is seeking a proactive Project Coordinator to support project delivery and coordination across multiple teams. This hybrid role offers opportunities to work in a downtown office with public transit access and collaborate on documentation, meetings, and client communications.

The ideal candidate has four or more years in project coordination, strong organizational skills, and proficiency with Google Workspace.