Administrative & Project Coordinator

Imaginality Designs, llc; Golden Valley (MN); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Health insurance

401(k) match

Paid holidays

PTO

Job summary

Imaginality Designs in Golden Valley, MN is seeking an Administrative & Project Coordinator to keep our office, project information, and daily workflow running smoothly. You’ll work closely with the owner, designers, and production team to turn conversations into clear action steps.

This role requires strong organization, attention to detail, reliable communication, and the ability to juggle multiple priorities.

Qualifications

• Experience in office administration or project coordination.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and follow through.
• Clear, professional written and verbal communication.
• Comfort learning software and using technology to work efficiently.
• Discretion when handling business, employee and client information.

Responsibilities

• Respond to incoming calls and emails, gather essential information, and direct requests to the right person.
• Set up and maintain project records, contact information, files, and correspondence.
• Track proposals, approvals, deadlines, and outstanding items; follow up with clients, vendors, and team members.
• Coordinate meetings, site visits, deliveries, and installation scheduling.
• Request vendor pricing, place approved orders, and track materials and deliveries.
• Support preparation of proposals, estimates, invoices, and other project documents.
• Assist with QuickBooks Online tasks, including organizing receipts, tracking payments and reviewing time entries for completeness.
• Keep meeting notes and action lists current, with clear responsibilities and due dates.
• Maintain office supplies and help manage routine administrative needs.
• Identify ways to simplify recurring tasks and improve how information moves through the business.

Skills

Office administration

Organizational skills

Multi-priority management

Written & verbal communication

Tech savvy / software

Discretion handling information

Reliability & initiative

Tools

QuickBooks Online

Job description

Administrative & Project Coordinator
Imaginality Designs | Golden Valley, MN | Full-time, on-site

Imaginality Designs creates custom signage and environmental graphics, with more than 40 years of experience taking projects from concept through installation. We’re looking for an organized, resourceful person to help keep our office, project information, and daily workflow running smoothly.

In our small studio, you’ll work closely with the owner, designers, and production team. You’ll help turn conversations and requests into clear next steps, keep details organized, and follow through so projects continue moving.

What You’ll Do

• Respond to incoming calls and emails, gather essential information, and direct requests to the right person.
• Set up and maintain project records, contact information, files, and correspondence.
• Track proposals, approvals, deadlines, and outstanding items; follow up with clients, vendors, and team members.
• Coordinate meetings, site visits, deliveries, and installation scheduling.
• Request vendor pricing, place approved orders, and track materials and deliveries.
• Support preparation of proposals, estimates, invoices, and other project documents.
• Assist with QuickBooks Online tasks, including organizing receipts, tracking payments and reviewing time entries for completeness.
• Keep meeting notes and action lists current, with clear responsibilities and due dates.
• Maintain office supplies and help manage routine administrative needs.
• Identify ways to simplify recurring tasks and improve how information moves through the business.

What You’ll Bring

• Experience in office administration, project coordination or a similar role.
• Strong organizational skills and consistent attention to detail.
• The ability to manage several priorities, recognize what needs attention and follow through.
• Clear, professional written and verbal communication.
• Comfort learning software and using technology to work efficiently.
• Confidence asking questions, checking information and resolving discrepancies.
• Discretion when handling business, employee and client information.
• Reliability, initiative, and a collaborative approach.

Helpful Experience

• QuickBooks Online and familiarity with estimates, invoices, purchase orders and time tracking.
• Working in a design studio, fabrication shop, construction company, or other business with multiple active projects.
• Mac computers, spreadsheets, shared calendars and digital file organization.
• Coordinating with customers, suppliers and production staff.
• Social media posting and sharing some of our cool work and accomplishments.

Compensation & Benefits

• Competitive compensation based on experience.
• Health insurance and 401(k) match.
• Paid holidays and PTO.
• Opportunity to take ownership of an essential role and help a creative business run well.