Position Description

Are you ready to join a dynamic team at INVISION? We’re looking for enthusiastic Administrative Project Coordinators to support our innovative project teams to better serve our current and future clients across exciting sectors like healthcare, higher education, and K‑12 education! In this role, you’ll work in the office and occasionally on project sites, providing vital administrative assistance throughout the project lifecycle.

We’re seeking energetic, flexible, and detail-oriented individuals who thrive in fast-paced environments. As part of our collaborative team of Administrative Project Coordinators, you’ll assist project teams and develop project administrative best practices, discovering creative solutions to keep our projects and teams moving forward. You’ll play a crucial role in our success, with opportunities to take on new tasks and challenges. Come be a part of our mission to enrich lives through architecture!

Position Responsibilities

• Communication Facilitation & Meeting Coordination
  • Maintain project team schedules, facilitate meeting planning and organization, and coordinate logistics.
  • Attend meetings as needed, handling agenda preparation, meeting minutes, and action item tracking, and assist in preparing materials for meetings and public presentations.

• Project Coordination & Support
  • Coordinate with team members to obtain updates, and deliverables, and prepare project status reports.
  • Assist in the collection and organization of research materials.
  • Coordinate the quality control review process.
  • Assist in the preparation and formatting of project specifications.
  • Provide support through bidding and construction phases.
  • Coordinate project closeout and post-occupancy evaluations.

• Document & File Management
  • Maintain and organize project files according to firm standards and project protocols.
  • Serve as the point of contact for transferring files, drawings, and final construction documents.

• Administrative & Data Management
  • Track project timelines, demonstrating an understanding of scheduling concepts and dependencies, and providing reminders for important deadlines and milestones.
  • Maintain and input project data into internal systems, maintain project workplan / staffing metrics, and track project data.
  • Assist project leaders in collecting and reviewing project / program performance.
  • Maintain project records including key project data. Research legacy projects to facilitate closeout.
  • Assist in preparing expense reports and managing travel arrangements for team members.

• Innovation & Best Practices
  • Share best practices from other projects to ensure efficiency and consistency across teams.
  • Explore leveraging AI tools and other automation technologies to streamline your efforts, improving efficiency and reducing manual workload.

Required Position Qualifications

• Associate degree

• 5+ years of experience in administrative support roles or related experience.

• Strong proficiency in Microsoft Office 365 programs, including Outlook, Word, Excel, and PowerPoint.

• Self-starter able to work both independently and collaboratively, adapting to different professional styles.

• Effectively engage with leaders and project teams across the firm, showcasing strong interpersonal skills.

• Excellent communication skills including verbal and written.

• Ability to stay positive under pressure and excel at meeting tight deadlines.

• Effectively manage multiple projects with strong time management and organizational skills

• Detail-oriented exhibiting thoroughness and emphasizing strong follow-through.

• Action-oriented critical thinker with a desire to learn and naturally curious about the architecture and design process.

• Willingness to innovate and interest in continuously improving processes and teaching and fostering others. 

Preferred Position Qualifications

• Experience working in a professional service environment providing project support – A&D a huge plus

• Experience using Ajera, Deltek VantagePoint, Procore, Revu Bluebeam, Microsoft Project, Smartsheet and Adobe Acrobat.

• Basic graphic skills and Adobe Creative Suite proficiency

About Working Here

At INVISION, we are a collaborative team driven by a passion for creating meaningful spaces that positively impact communities across the country. Rooted in innovation, we foster a work culture that values professional growth, creativity, and teamwork while maintaining a fun atmosphere. Our commitment to quality design is reflected in our diverse projects, and working here means joining dedicated professionals who invest in each other’s success and support work-life balance. We prioritize creativity, community, collaboration, humor, honesty, accountability, and commitment, offering a benefits package that includes continuing education opportunities and support for community involvement. With flexible work hours from 6 a.m. to 6 p.m. and early office closure at 12:30 p.m. on Fridays, INVISION ensures that our employees are happy and satisfied, providing an environment where your talents can thrive.

Company Profile

INVISION is a progressive and award-winning 80+ person, planning, architecture and interior design firm with two studios in Iowa – Des Moines and Waterloo. We are large enough to work on almost any project type but small enough to give our staff the opportunity to become involved in projects from concept through construction. We have won design awards at state, regional and national levels which speak to the quality of work at INVISION. We prioritize sustainability and strive to understand how our designs affect the environments we influence. We work in a collaborative studio environment that embraces leadership, flexibility, communication, opportunity, creativity, fun and smart thinking. We believe this environment encourages the spirit from which great architecture is made.

Contact us to learn more and to schedule a virtual or in-person studio tour and conversation on this opportunity.