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 bringSkills & 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 [email protected]
Equal Employment Opportunity/Affirmative Action Employer
