Administrative Coordinator

3 weeks ago

Madison, United States MSA Professional Services, Inc. Full time
Overview

We are looking for a self-motivated, enthusiastic, resourceful and organized full-time (40 hours per week) Administrative Coordinator in our Madison, WI office. This person will assist our technical professionals with a variety of administrative tasks including word processing, specification editing, and office organization. Working hours are between the hours of 8:00 am and 5:00 pm Monday through Friday, times can be flexible. If you are detail oriented with the ability to problem solve, consider joining our team

Who we are & how we help

What does it mean to serve communities for over 100 years? It means doing the type of work that helps people raise a family, grow a business, engage with their neighbors, and enjoy a variety of unique, enduring spaces that form the fabric of "home."

MSA's roots reach back to 1919. What began with an entrepreneurial solo practitioner in Baraboo, Wisconsin, has grown into a robust and thriving company of over 400 employee owners conducting work across the country. As a 100% employee-owned firm, when we say we "own" our work, we mean it. We stand behind the quality of our designs, the integrity of our people, and the generations of client relationships we've formed based on trust, firm handshakes, and the belief that together - we can accomplish anything.

Core Values

Commitment to DEIB

MSA seeks to provide a workplace where everyone can feel secure in bringing their authentic selves to work, where opportunities to learn and succeed are afforded to all, and in which diversity of perspective leads to an innovative and successful employee-owned firm.

Responsibilities

The work you may do
  • Assisting engineers, team leaders, IT and marketing as needed
  • Responsible as the main point of contact for this office
  • Ability to maintain and meet project deadlines
  • Developing and maintaining office procedures to keep office running smoothly
  • Creating, proofreading and formatting a variety of engineering related documents; reports, letters, proposals, etc.
  • Scanning, copying, printing and filing documents including but not limited to contracts and proposals
  • Answering all incoming phone calls, greet and assist walk-in clients and guests
  • Handling incoming and outgoing mail and packages
  • Managing and ordering supplies for office and break room
  • Scheduling appointments, managing schedules for meetings and coordinating and planning office events including ordering lunch when needed
  • Scheduling repairs for general office space, equipment, and maintenance, and coordinating with vendors and suite landlord
  • Assisting with workstation setup and maintaining IT asset inventory
  • Workshare with other administrative coordinators allowing schedule flexibility and chance to assist with a variety of projects across 17 offices
  • Assisting in the creation of specifications using EJCDC templates, managing the bid process with use of Quest CDN platform tool, and monitoring the construction contract process
Qualifications

What you bring
Skills & Knowledge / Education & Experience:
  • High school diploma (or equivalent) required
  • Associates degree or higher degree in Office Administration or related field preferred
  • Prior administrative office experience preferred
  • Advanced knowledge of Microsoft Word and Outlook required
  • Prior experience with Teams preferred
  • The ideal candidate will have prior experience in the construction, engineering, environmental and/or architecture fields
  • Prior experience with creating templates and macros in Microsoft Office preferred
  • Prior experience with FTP websites, ERP database would be a plus
  • Prior experience with PDF viewer and editor preferred
  • Valid driver's license and personal vehicle are required for routine office errands (mileage is compensated)
  • Ability to prioritize between multiple tasks, detail-oriented, self-motivated, and great verbal and written communication skills desired
  • This position requires you to have authorization to work in the United States for any employer. We will not provide sponsorship for this position.
Benefits

Why MSA? We're glad you asked

  • Better Together - A collaborative work environment that promotes open doors, new ideas and honest opinions.
  • Multi-disciplinary Opportunities - As multi-talented people in a multi-disciplinary firm, we encourage everyone to follow their interests, seek new experiences and apply their skills where they feel most impactful.
  • We've Got Your Back - Support when you need it, independence when you don't. We're 400+ team members strong, operating as one cohesive MSA.
  • Passion & Purpose - We're passionate about what we do and proud of it Join us to share inspirations, "geek out" and think big.
  • Pay & Perks - We offer competitive industry pay and a variety of perks - just a few of the things that make us uniquely MSA.
  • Communities of Practice - Our CoPs are our company think tanks and idea generators, the perfect means to regularly share, collaborate and learn together.
  • Work-Life Integration - Life doesn't stop when the work day begins. MSA supports our employees as professionals, parents, citizens and friends - with the understanding and flexibility to meet your obligations and balance your time.
  • Commitment to Learning - We support the professional aspirations of our employees with ongoing training options, tuition reimbursement opportunities, and the technology to keep us connected, creative and competitive.
  • Community Engagement - We give back to the communities in which we live, work and play. MSA employee owners are volunteers, educators, STEM outreach participants and event attendees, supported by dedicated corporate sponsorship and donations initiatives.
There's more Eligible employees will also enjoy the following benefits:
  • Quality Insurance Options - Medical, dental and vision coverage for you, your spouse or domestic partner and eligible dependents
  • Paid Time Off - All full-time employees will receive, at minimum, 17 days (that's 3+ weeks) of paid time off in the first year alone.
  • Paid Holidays - MSA offers time off pay for 8 holidays in every calendar year.
  • Paid Parental Leave - Both parents will receive 2 weeks of paid time off and birth parents are eligible for additional paid time off under MSA's Short Term Paid Leave. The paid 2 weeks of time also applies to adoption and foster care placement.
  • Supplemental Insurance - MSA pays 100% for all employees to have life insurance, long-term disability insurance and short-term disability insurance.
  • Employee Stock Ownership Plan (ESOP) - MSA is an ESOP S-Corporation, which means that our company is 100% owned by us Through the ESOP, eligible employees receive MSA stock in the form of company shares as a percentage of compensation, at no cost to the employee.
  • 401k Retirement Savings Plan - Employees can also choose to participate in a 401k plan, with a generous employer match that is immediately 100% vested.
  • Short Term Incentive (STIP) - This program rewards employees who meet performance goals with a one-time annual STIP payment as a percentage of their eligible compensation - recognition of individual accomplishments and achieving organizational goals. STIP payments are awarded if MSA reaches its corporate financial plan for the year.

MSA is an equal opportunity/affirmative action employer that is committed to diversity and inclusion in the workplace. At MSA, we value a diverse, inclusive workforce and we provide equal employment opportunity for all applicants and employees. All qualified applicants for employment will be considered without regard to an individual's race, color, sex, gender identity, gender expression, religion, age, national origin or ancestry, citizenship, physical or mental disability, medical condition, family care status, marital status, domestic partner status, sexual orientation, genetic information, military or veteran status, or any other basis protected by federal, state or local laws. If you are unable to submit your application because of incompatible assistive technology or a disability, please contact us at hr@msa-ps.com

Equal Employment Opportunity/Affirmative Action Employer

  • Administrative Coordinator

    1 week ago

    Madison, United States Robert Half Full time

    Job DescriptionJob DescriptionWe are searching for a meticulous and efficient Administrative Coordinator in the financial services industry. The position is based in Madison, Wisconsin, and offers a contract to permanent employment opportunity. This role involves managing administrative processes, providing support to various teams including human resources,...

  • Finance Administration Coordinator

    2 days ago

    Madison, United States Futran Solutions Full time

    Finance /Administrative Coordinator IILocation: Madison WIContract Duration : Till end of Feb 2025 ( Extension and Conversion possible) Finance Coordinator II coordinates and performs basic accounting, finance, and administrative supportduties for various finance departments. This position answers internal finance customer questions,validates question...

  • Finance Administration Coordinator

    2 days ago

    Madison, United States Futran Solutions Full time

    Finance /Administrative Coordinator IILocation: Madison WIContract Duration : Till end of Feb 2025 ( Extension and Conversion possible) Finance Coordinator II coordinates and performs basic accounting, finance, and administrative supportduties for various finance departments. This position answers internal finance customer questions,validates question...

  • Administrative Coordinator

    1 month ago

    Madison, Wisconsin, United States REAL - Yoo Realty Group Full time

    Job OverviewWe're seeking a highly organized and detail-oriented Administrative Assistant to provide exceptional support to our team. As a key member of our Realty Group, you'll be responsible for managing office operations, responding to client inquiries, and ensuring seamless communication among team members. Your excellent communication skills,...

  • Administrative Coordinator for Department Operations

    8 hours ago

    Madison, Wisconsin, United States U W-MADISON DIV. CONTINUING STUDIES Full time

    Job Summary: This Medical Program Coordinator in the Department of Surgery assists faculty and other staff by coordinating their complex daily activities allowing them to complete the successful performance of their teaching, research, service, clinical, outreach, and administrative duties. This role requires excellent administrative, organizational, oral...

  • Administrative Coordinator

    1 month ago

    Madison, WI , USA, United States U W-MADISON DIV. CONTINUING STUDIES Full time

    Job Summary: The Chazen Museum of Art is seeking a highly organized and detail-oriented individual to provide administrative support for the museum. This role will be responsible for maintaining office equipment and supplies, updating key documents, and coordinating onboarding tasks. The ideal candidate will have excellent communication skills and be able to...

  • Administrative Services Coordinator

    4 weeks ago

    Madison, Wisconsin, United States Compass Innovate Full time

    We are seeking an experienced Administrative Services Coordinator to join our team at Compass Innovate. The ideal candidate will possess exceptional communication skills, a positive attitude, and the ability to manage various administrative tasks to support our operations.Key Responsibilities:Provide exceptional customer service by greeting and welcoming...

  • Administrative Coordinator for Graduate Medical Education

    4 weeks ago

    Madison, Wisconsin, United States U W-MADISON DIV. CONTINUING STUDIES Full time

    Job SummaryThe University of Wisconsin-Madison Division of Continuing Studies seeks an Administrative Coordinator for Graduate Medical Education to support the fellowship training programs within the Division of Cardiovascular Medicine. As part of the administrative team, the incumbent will coordinate with and contribute to the development and implementation...

  • Administrative Coordinator

    4 weeks ago

    Madison, Wisconsin, United States Diaz Consulting Full time

    Job OverviewWe are seeking a highly organized and proactive Administrative Assistant to join our dynamic team at Diaz Consulting. In this role, you will be the backbone of our operations, providing vital administrative support to ensure the smooth functioning of our office.Key ResponsibilitiesManage and organize office schedules and calendars to optimize...

  • Administrative Coordinator

    1 month ago

    Madison, WI , USA, United States U W-MADISON DIV. CONTINUING STUDIES Full time

    Job Summary: The Chazen Museum of Art at the University of Wisconsin-Madison is seeking a highly organized and detail-oriented individual to provide administrative support for the museum. This role will play a crucial part in ensuring the smooth operation of the office, including managing office equipment and supplies, updating key documents, and...

  • Office Administrator

    2 days ago

    Madison, United States Miracom Hive Full time

    Are you an organized and personable individual who thrives in a dynamic office environment? We’re looking for a skilled Office Administrator & Front Desk Coordinator to join our team and play a key role in keeping our operations running smoothly.About the RoleAs the face of our office, you’ll manage the front desk, ensure the office operates efficiently,...

  • Administrative Assistant

    2 days ago

    Madison, United States Indotronix International Corporation Full time

    Job Title: Administrative CoordinatorLocation: Madison WI 53718Duration: 6 monthsJob Description:Provides administrative support to the Madison, WI site (Mfg & Operations, Engineering and QA departments).Acts as liaison between the Madison site and corporate functions. Essential functions: Provides general administrative support including managing calendars,...

  • Administrative Assistant

    2 days ago

    Madison, United States Indotronix International Corporation Full time

    Job Title: Administrative CoordinatorLocation: Madison WI 53718Duration: 6 monthsJob Description:Provides administrative support to the Madison, WI site (Mfg & Operations, Engineering and QA departments).Acts as liaison between the Madison site and corporate functions. Essential functions: Provides general administrative support including managing calendars,...

  • Administrative Operations Manager

    4 weeks ago

    Madison, Wisconsin, United States Promega Full time

    Job Summary:As an Administrative Operations Manager at Promega, you will play a vital role in supporting the Manufacturing Operations team. Your primary responsibility will be to provide high-level executive support to the VP and senior managers, ensuring seamless departmental function. You will oversee and mentor administrative staff, manage calendars,...

  • Administrative Support Specialist

    1 month ago

    Madison, Wisconsin, United States Compass Innovate Full time

    Compass Innovate Administration AssistantWe are seeking a highly organized and detail-oriented Administration Assistant to support our daily operations and ensure smooth office functioning.Key Responsibilities:Provide administrative support, including managing calendars, coordinating meetings, and maintaining office supplies inventory.Assist in preparing...

  • Administrative Support Associate

    4 days ago

    Madison, Wisconsin, United States U W-MADISON DIV. CONTINUING STUDIES Full time

    Job SummaryProvides administrative support to the staff and administrator of the Pesticide Applicator Training Program and the Agriculture Institute Director office. About ExtensionThe Division of Extension serves the people and communities of Wisconsin by addressing local, statewide, and national issues, improving lives through research-based education,...

  • Administration Assistant

    4 weeks ago

    Madison, United States Compass Innovate Full time

    We are seeking a motivated and organised Administration Assistant to join our team. The ideal candidate will support our daily operations and ensure smooth office functioning. This role is crucial to enhancing overall productivity by providing administrative support to various departments. Key Responsibilities: Provide administrative support including...

  • Administration Assistant

    1 month ago

    Madison, United States Compass Innovate Full time

    We are seeking a motivated and organised Administration Assistant to join our team. The ideal candidate will support our daily operations and ensure smooth office functioning. This role is crucial to enhancing overall productivity by providing administrative support to various departments. Key Responsibilities: Provide administrative support including...

  • Administrative Assistant

    2 days ago

    Madison, United States Indotronix Avani Group Full time

    • Provides general administrative support including managing calendars, coordinating meetings and meeting space, owning site distribution lists, arranging travel, completing expense reports etc. • Coordinates hiring of new personnel, including setting up interviews, IT set up, site orientation, work space needs, etc. • Acts as liaison between...

  • Executive Administrative Assistant

    1 month ago

    Madison, Wisconsin, United States Tim O'Brien Homes LLC Full time

    Job SummaryWe are seeking a highly organized and proactive Executive Administrative Assistant to join our team. This role will provide administrative support to the President, including managing schedules, coordinating events, and handling confidential information.The ideal candidate will have excellent communication and interpersonal skills, with the...