Administrative Coordinator

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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 8:00 am and 5:00 pm Monday through Friday, with flexibility as needed.

MSA is an employee‑owned firm dedicated to building stronger, safer, and more sustainable communities. For over 100 years, we have provided engineering excellence across the United States.

• Employee ownership – share in the success of the firm.
• Culture of mentorship and collaboration – work with a cross‑disciplinary team that values professional development.
• Flexible time program – manage your schedule beyond the traditional 9:00 am–5:00 pm window.
• Hybrid and remote options where possible to support productivity and well‑being.

If you're a curious, community‑minded person who thrives in a collaborative environment and wants to own your work – let’s talk.

• Act as the main point of contact for engineers, team leaders, IT, and marketing within the office.
• Maintain project deadlines and office procedures to ensure smooth operations.
• Produce, proofread, and format a variety of engineering documents, reports, letters, and proposals.
• Handle documents, including scanning, copying, printing, and filing contracts and proposals.
• Answer incoming phone calls, greet walk‑in clients and guests.
• Manage incoming and outgoing mail and packages.
• Order and manage office supplies and break‑room inventory.
• Schedule appointments and meetings, including coordinating lunch and office social events.
• Coordinate corporate events and training at the Madison location.
• Schedule repairs for office space and equipment, and coordinate with vendors and building management.
• Assist with workstation setup, IT asset inventory, and onboarding new hires.
• Collaborate with other administrative coordinators to share workload and support projects across all offices.

• Associate’s degree or higher in Office Administration, Business Management, or a related field (equivalent experience accepted).
• Prior administrative office experience preferred.
• Advanced knowledge of Microsoft Office and Outlook required;
  Teams experience preferred.
• Experience with construction, engineering, environmental, or architecture fields is valued.
• Familiarity with FTP websites, ERP databases, and PDF editing software is a plus.
• Valid driver’s license and personal vehicle required for routine office errands (mileage compensated).
• Strong organizational skills, attention to detail, and self‑motivation.
• Authorized to work in the U.S. without needing visa sponsorship for current or future employment.

• Collaborative environment that values open ideas, diversity, and authenticity.
• Multi‑disciplinary opportunities to apply skills where they have the most impact.
• Support and independence within a cohesive 400+ member team.
• Passion and purpose – share inspirations, “geek out,” and think big with us.
• Competitive pay and unique perks that make MSA stand out.
• Learning opportunities – ongoing training, tuition reimbursement, and cutting‑edge technology.
• Community engagement – volunteer, STEM outreach, and event participation with corporate sponsorship.

The hourly rate for this position ranges from $18 to $30 per year, commensurate with experience. Higher compensation within this range will be paid to candidates with significant experience and exceptional qualifications.

• 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 – eight holidays per year.
• Paid Parental Leave – two 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.
• 401(k) Retirement Savings Plan –…