Administrative Coordinator

MSA Professional Services, Inc. • Madison, WI

45d • $18 - $30

About The Position

MSA has an opportunity for an Administrative Coordinator in our Madison, WI office. This person will assist our technical professionals with a variety of administrative tasks including word processing, event planning and office organization. Working hours are between 8:00am and 5:00pm Monday through Friday, with flexibility as needed.
If you are detail oriented with the ability to solve problems, consider joining our team!
Who we are:
For over 100 years, MSA has helped shape communities through engineering excellence. What began in 1919 with a single practitioner in Baraboo, Wisconsin, has grown into a robust firm of over 500 employee owners across the U.S.
Our purpose is simple: to make communities stronger, safer, and more sustainable. We believe in the power of relationships, trust, and doing the right thing — and we take pride in seeing our work come to life.
At MSA, we understand that great work happens when you contribute great value and maintain a balanced life and career. That’s why we offer:
Employee Ownership = True Investment: MSA is a 100% employee-owned firm. That means when you join our team, you’re not just doing a job — you’re building your legacy and sharing in the success of the firm.
A Culture of Mentorship and Collaboration: Work alongside a talented, cross-disciplinary team that values mentorship, professional development, and team success.
A flex time program that empowers you to manage your schedule — because life doesn’t always fit inside 9 to 5
A flexible work environment, including hybrid and remote options where possible, to support your productivity and well-being
Ready to Build Your Career with Purpose?
If you're a curious, community-minded person who thrives in a collaborative environment and wants to own your work — let’s talk.

Requirements

• Associates degree or higher in Office Administration, Business Management, or a related field. Equivalent professional experience will also be considered.
• Prior administrative office experience preferred
• Advanced knowledge of Microsoft Office and Outlook required
• Valid driver’s license and personal vehicle are required for routine office errands (mileage is compensated)
• Ability to effectively manage multiple priorities, demonstrate attention to detail, show self-motivation, and communicate clearly across different contexts and audiences.
• The selected candidate must be authorized to work for any employer in the U.S. without requiring visa sponsorship now or in the future. We are unable to provide or take over sponsorship of an employment visa for this role.

Nice To Haves

• Prior experience with Teams preferred
• Experience in or exposure to construction, engineering, environmental, or architecture fields is valued
• Prior experience with FTP websites and/or ERP database would be a plus
• Prior experience with a PDF editor preferred

Responsibilities

• Assist engineers, team leaders, IT and marketing as needed as the main point of contact for the office
• Maintain and meet project deadlines
• Develop and maintain office procedures to keep office running smoothly
• Create, proofread and format a variety of engineering related documents, reports, letters, proposals, etc.
• Scan, copy, print and file documents including but not limited to contracts and proposals
• Answer all incoming phone calls, greet and assist walk-in clients and guests
• Handl incoming and outgoing mail and packages
• Manage and order supplies for office and break room
• Schedule appointments, manage schedules for meetings, including ordering lunch when needed and planning office social events
• Coordinate corporate events and trainings in the Madison location
• Schedule repairs for general office space, equipment and maintenance, and coordinate with vendors and suite landlord
• Assist with workstation setup and maintain IT asset inventory, along with onboarding new hires
• Workshare with other administrative coordinators allowing schedule flexibility and chance to assist with a variety of projects across all offices
• Collaborate with fellow administrative coordinators to diversify projects across all offices as part of a unified team, promoting flexibility and opportunities to contribute

Benefits

• Quality Insurance Options: Medical, dental, and vision coverage for you and your family
• Paid Time Off: Minimum of 17 days in the first year for full-time employees
• Paid Holidays: 8 holidays per year
• Paid Parental Leave: 2 weeks for both parents, with additional time for birth parents under MSA’s Short Term Paid Leave
• Supplemental Insurance: 100% paid life, long-term disability, and short-term disability insurance
• Employee Stock Ownership Plan (ESOP): 100% employee-owned, with stock provided at no cost
• 401k Retirement Savings Plan: Generous employer match, immediately 100% vested
• Short Term Incentive (STIP) bonus

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 251-500 employees