Office Administrator

MSS Engineering, LLC is an engineering firm focused on bringing life safety and economic designs to life through superior ethics, professionalism, and integrity. We are a Civil/Structural Engineering consulting firm specializing in structural design of buildings and building components including 3D Drafting, Full Building Design & Code Review, Environmental and Water Resources Engineering, Land Planning and Development, Watershed Analysis, and Stormwater & Erosion Control Plans.

We work hard to solve complex engineering problems, but we keep the office environment professional, collaborative, and straightforward. MSS Engineering, LLC is currently located in Auburn, IN with projects all across the United States. This is a full-time position at our Auburn, IN office.

MSS Engineering, LLC seeks a professional, dependable, organized, and self-motivated tech savvy individual to serve as point of client and future employee contact for the firm. This position provides administrative support to Owner/Engineer and other staff members. Duties include coordinating and maintaining information for various reports for billing and general office administrative functions such as meeting/task planning, data entry, answering phones, responding to client and employee inquiries via phone, email and in person.

• Office Coordination: Manage daily operations. Managing the flow of information between teams to ensure everyone is aligned with project updates.
• Reception & Communication: Greet visitors, answer and direct phone calls, and manage company correspondence (emails, letters, and packages).
• Scheduling: Coordinate calendars, book meeting rooms, and arrange travel logistics for executives, and company trade show attendance for all employees.
• Supplies & Inventory: Monitor and order office supplies and equipment to prevent service interruptions.
• Financial Reporting: Manage bookkeeping tasks in Quick Books Online, such as processing invoices, tracking expenses, bill payments, and reconciling accounts. High-precision bookkeeping ensuring our 'superior ethics' extend to every invoice and payroll report. Verifying time sheet logs and generating payroll reports for Accountant processing.
• HR Assistance: Support HR functions like onboarding new employees and coordinating office events.
• Documentation: Create and maintain filing systems (physical and digital), update databases, and prepare reports or presentations.

• Preferred Associate’s or Bachelor’s degree in Business Administration. High school diploma required. 1–3+ years of experience in an administrative or office management role.
• Be the face of MSS Engineering at national trade shows—managing everything from logistics to booth setup. Travel involvement and management of Trade Shows up to a minimum of 4 each year, including overnight stays.
• A passion for finding more efficient ways to do things using technology. Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Quick Books Online, Teamwork, and Bluebeam.
• Exceptional time-management skills and the ability to multitask effectively. Ability to work well independently and on a team, demonstrating initiative where appropriate.
• Strong verbal and written communication skills with a professional demeanor.
• Proactively managing the Owner’s schedule and project priorities to keep the firm running at peak efficiency.
• Ability to manage confidential and sensitive information with high integrity.