Administrative Coordinator

Overview

MSA has an opportunity for an Administrative Coordinator in our St. Paul 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 8:00am and 5:00pm Monday through Friday, and times can be flexible. If you are detail oriented with the ability to solve problems, consider joining our team!

 

WHO WE ARE

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.

Responsibilities

WHAT YOU WILL DO

• Assisting engineers, team leaders, IT and marketing as needed as the main point of contact for the 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

Qualifications

WHAT YOU BRING

• 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, GIS/CADD and/or 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.
• 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.

 

WHY MSA?

• Better Together – A collaborative work environment that promotes open doors, new ideas and honest opinions, and space to

  bring our authentic selves to work, and 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.

• 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