Business Operations Coordinator

InSite Consulting Architects seeks a Business Operations Coordinator in Madison, WI, for support of office management, business operations, and architectural project administration in a team environment. This candidate will assist firm leadership, project managers, and design staff by streamlining internal processes. Serving as a bridge between technical architectural work and business management, this role includes responsibilities in finance, HR/payroll, quality control reviews, project contracting, and general office logistics.

Strong candidates will have experience with or a background working in the architectural industry for an architecture design firm.

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Founded in 2000, InSite Consulting Architects (ICA) is a growing, dynamic, and creative architecture firm headquartered in Madison, WI, with offices in Milwaukee, WI, Washington, DC, and St. Louis, MO. This award-winning firm specializes in work within the existing built environment, focusing on adaptive reuse, historic preservation, and forensic analysis of buildings that include interior renovations and new construction projects. ICA also has expertise in building design, enclosure technologies, institutional facilities management, and construction/contract management.

Team members collaborate from project inception through design development and construction completion.

ICA is a federally-certified small business with a passion for humane and sustainable design. As a company with an inclusive and family-friendly organizational culture, we prioritize our employees' physical and mental well-being and offer a meaningful professional work experience and benefits package including paid vacation/sick leave, holidays, a company-matched qualified retirement plan, and more.

At ICA, impactful design results from our people and passions. Our approach to work is through hands-on evaluations, in-depth field work, and detailed design work. We are committed to our inclusive culture and diversity where we encourage originality. We respect the need for a flexible work environment and empower your desired career growth. At ICA, you will find a collaborative work environment with a wide variety of project types and project scopes ranging from $10k studies through $100M+ comprehensive facility modernizations.

We offer challenge, recognition, and growth opportunities to fuel career growth.

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• Office Management
  • Serve as the primary point of contact for office visitors, vendors, and communications in the Madison Office
  • Manage business and staff licensing and compliance
  • Stocking office supplies, coffee, snacks and coordinate facility maintenance
  • Coordinate ICA employee and marketing merchandise
  • Organize all staff meetings, continuing education sessions, and team events
  • General Office Duties including answering phones, copying/scanning, filing and coordinating mailing, shipping and messenger services on an as needed basis.
  • Maintain clear documentation for company policies and operational procedures through records management and development of standard operating procedures (SOP's).
  • Leadership administrative support.
• Business Financials
  • Assist in balancing the checking, savings, loans, and AMEX accounts as well as manage bank deposits and withdrawals.
  • Assist in the development, issuance, and follow up of invoicing for the company.
  • Assist in the tracking, payment, and/or research of bills and expenses.
  • Assist in the review and payment of quarterly taxes.
  • Review and track staff expense/reimbursables.
  • Oversee and respond to Accounting email requests.
  • Collect and Issue project certificates of insurance
• Payroll/HR
  • Assist in employee attendance and PTO tracking for payroll.
  • Coordinate new-hire employee processing.
  • Review and complete unemployment requirements for all employee states.
  • Assist in payroll processing for employees.
• Project Assistance
  • Review project contracts for compliance
  • Create AIA contracts
  • Assisting with the coordination, production, quality control reviews, and distribution for proposals, specifications, interim and final deliverables, and project bidding.
  • Assist in Construction Administration submittal and task tracking
  • Assist in meeting notes and correspondence quality control reviews.
• Position Type/Expected Hours of Work
  • This is a full-time exempt position (average: 2,080 hours per year) in…