Administrative Project Coordinator

Position Summary

Join our partner firm, Macgregor Associates Architects (MAA), an Invision Studio, as an Administrative Project Coordinator supporting the architectural design team. This role plays a key part in ensuring smooth project operations by coordinating schedules, managing project documentation, facilitating communication between teams, and assisting project managers with administrative tasks. The ideal candidate is proactive, detail-oriented, and skilled in managing multiple priorities across several concurrent projects in a fast-paced, collaborative environment.

At Macgregor Associates Architects, we offer a comprehensive benefits package that includes paid time off, paid holidays, bereavement leave, fully paid maternity leave, and a 401(k) pension plan. Our coverage includes medical, life, long-term disability, and accidental death and dismemberment insurance. Employees also have access to a cafeteria plan with pre-tax options for medical and dependent care expenses. In addition, MAA provides professional registration support, performance-based bonuses, and flexible work hours.

MAA, an Invision Studio and proud member of the HFW Companies network of partner firms, is a leading architectural practice with a legacy of excellence dating back to 1987. Our portfolio includes over eight hundred million square feet of industrial projects in thirty-nine states. MAA has attained a reputation for excellence in the planning, design and delivery of light industrial projects including warehouses, distribution and direct fulfillment centers, data centers, and light manufacturing.

MAA's clients represent many of the major corporations and developers in the United States. We have an strong history of customer retention based on project experience, talented people, proven value, and a track record of success. We maintain our reputation by delivering quality buildings that are sensibly and efficiently planned, well-constructed, and aesthetically pleasing. Our primary goal is that the resulting project exceeds their expectations and enhances our relationship with our clients, consultants, contractors and vendors.

Our staff of professional architects and interior designers work with the latest Building Information Modeling (BIM) tools and practices to provide creative design and personalized hands‑on service to all our clients. Our thoughtful approach to problem solving and the depth of our experience combine to make us uniquely qualified in the industry.

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• Provide day‑to‑day project coordination and administrative support to multiple design teams (project managers and project coordinators)
• Coordinate communication between internal design teams, clients, and consultants to ensure project information is accurate and up to date.
• Track project documentation, submittals, RFIs, and other construction administration records.
• Help organize and prepare materials for meetings and presentations.
• Maintain project files, drawing logs, and correspondence in accordance with firm standards.
• Monitor project progress and help track deliverables, submittals, deadlines, and approvals.
• Contribute to a culture of collaboration and continuous improvement within the project team.
• Support firm‑wide initiatives and assist with special projects as needed.

• Bachelor's degree is preferred but not required.
• Minimum of 5 years of professional experience in project coordination, administrative, or support role within the architecture, engineering, or construction industry.
• Strong communication and interpersonal skills for interfacing with clients, consultants, and internal teams.
• Excellent organizational skills and attention to detail with the ability to manage multiple tasks simultaneously.
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) required.
• Experience supporting fast‑paced, deadline‑driven project environments.
• Self‑motivated, flexible, and eager to grow into greater responsibilities over time.