Project Manager – Ballard - Administrative

Mackay Communications, Inc.; Seattle (WA); On-site; USD 90,000 - 130,000; Full time

Job summary

Mackay Marine in Seattle, WA seeks a Project Manager to oversee the Ballard depot’s service-work package from intake through invoice readiness. You will coordinate with customers, vessel agents, shipyards, field technicians, and depot staff across multiple vessels and schedules.

The role focuses on forward planning, priority setting, and guiding work to completion, while ensuring accurate documentation and timely invoicing.

Qualifications

• Bachelor’s degree or equivalent training and experience.
• 3+ years of marine field service coordination, dispatching, or project management.
• Ability to manage multiple projects with shifting priorities and deadlines.
• Strong customer service, professional communication with vessel agents and shipyards.
• Strong leadership and organizational skills.
• Experience with service-order documentation, labor tracking, pricing, and invoicing.
• High proficiency with Microsoft Office; ERP or service-management systems preferred.
• Attention to detail and accuracy; strategic problem-solving.
• Valid driver’s license and reliable transportation.

Responsibilities

• Own and manage the overall open service-work package across multiple vessels, shipyards, and schedules.
• Maintain a forward-looking schedule and identify conflicts before they affect commitments.
• Prioritize workload and re-plan as vessel arrivals and schedules change.
• Lead communication with customers, vessel agents, and shipyards about scope and progress.
• Verify vessel arrivals and customer authorization before work is committed.
• Coordinate release of work to field technicians with proper scope and parts.
• Coordinate parts, purchasing, travel, subcontractors, and depot resources.
• Monitor work in progress for documentation, labor, expenses, and pricing.
• Drive timely invoicing and ensure documentation supports closeout.
• Maintain visibility of open jobs and escalate unresolved issues.

Skills

Project management

Marine field service coordination

Customer service

Leadership

Organizational skills

Documentation and invoicing

MS Office / ERP experience

Attention to detail

Problem solving

Education

Bachelor’s degree or equivalent training and experience

Tools

Microsoft Office

ERP / service-management systems

Job description

Project Manager – Ballard

Mackay Marine is a global marine electronics service company with more than 500 employees in twenty-two (22) countries, including the Americas, Africa, Europe, and Asia. For over fifty (50) years Mackay has sold, installed, and serviced navigation and communication equipment onboard commercial and military ships. We sustain our industry-leading position by employing and hiring people who are the best at what they do and by providing competitive salaries and benefits such as

• paid time off
• affordable health/dental/vision/life/disability insurance
• a 401K with employer match
• company paid pension plan.

and Mackay is currently seeking a Project Manager with experience in the marine industry and who has the skills and qualifications below to join our location in Seattle, WA.

Project Manager Job Overview

The Project Manager is responsible for managing the overall service-work package for Mackay’s Ballard depot, from intake through completion and invoice readiness. Reporting to the Depot and/or Service Manager, the Project Manager serves as the central point of coordination between customers, vessel agents, shipyards, field technicians, and depot personnel across multiple vessels, shipyards, dry docks, and changing departure schedules. The goal of the Project Manager is to enhance Mackay’s reputation and profitability by planning ahead of vessel commitments, releasing work to technicians with the right scope, parts, and support, keeping customers informed of progress and risk, and driving completed work promptly to invoice. The Project Manager works closely with Service, Sales, Parts/Inventory, and depot personnel to keep the overall service package moving.

Responsibilities Include But Are Not Limited To

• Own and manage the overall open service-work package across multiple vessels, shipyards, dry docks, and changing departure schedules.
• Maintain a forward-looking schedule and identify workload, staffing, parts, and schedule conflicts before they affect vessel commitments.
• Establish priorities across the project workload and continually re-plan as vessel arrivals, shipyard schedules, scope, and departure dates change.
• Lead customer, vessel-agent, and shipyard communication regarding scope, priorities, progress, schedule risk, and completion.
• Verify vessel arrivals and schedules with customers and validate customer credit and authorization before work is committed.
• Coordinate the release of work to field technicians so jobs begin with appropriate scope, information, authorization, parts, and logistical support.
• Coordinate parts, purchasing, travel, subcontractors, and depot resources required to complete active projects.
• Monitor work in progress and completed work to ensure documentation, labor, expenses, pricing, authorizations, and records remain current.
• Drive completed work toward timely invoicing and ensure outstanding documentation or customer authorization does not stall closeout.
• Maintain visibility of open jobs and ensure unresolved issues, customer commitments, and completion status do not remain unattended.
• Coordinate closely with Service, Sales, Parts/Inventory, and depot personnel to keep the overall service package moving.
• Make or coordinate coverage decisions for urgent, weekend, and after-hours project requirements during peak shipyard periods.
• Provide ownership and accountability for the complete service project cycle from intake through completion and invoice readiness.

Qualifications and required skills include, but are not limited to, the following:

• Bachelor’s degree preferred or equivalent training and experience.
• 3+ years of experience in field service coordination, dispatching, or project management in the marine industry.
• Demonstrated ability to manage multiple concurrent projects with shifting priorities and deadlines.
• Strong customer service skills and a professional, courteous manner, including in all communications with vessel agents, shipyard personnel, and all company employees.
• Strong leadership and organizational skills.
• Working knowledge of service-order documentation, labor and expense tracking, pricing, and invoicing processes.
• High proficiency with Microsoft Office, especially Excel, Word, and Outlook; experience with ERP or service-management systems preferred.
• High attention to detail and accuracy.
• Strategic mindset and problem‑solving abilities.
• Valid driver’s license and reliable transportation.

Working Conditions

• Office and depot environment, with visits to vessels and shipyards as needed.
• Occasional local travel to customers, vessels, shipyards, and dry docks.
• Monitoring phone and email after hours as required.
• Ability to work evenings, weekends, and after hours as necessitated by workload, particularly during peak shipyard periods.

Mackay is a fair and equal opportunity employer. To be eligible for consideration, applicants must be authorized to work in the United States without sponsorship and pass a thorough background check.