MSA Professional Services, Inc

Administrative Coordinator

Job Locations US-WI-Baraboo
Type Full-Time
Category 2
Entry Level
Job Code


We are seeking an enthusiastic, resourceful and organized full-time Administrative Coordinator in our Baraboo, WI office with two days a week travel to our Madison, WI location required. This person will assist our technical professionals with a variety of administrative tasks including word processing, specification editing, and office organization. Office hours are between the hours of 8:00 am and 5:00 pm Monday through Friday. If you are detail oriented and enjoy helping others, consider joining our team!


Who we are & how we help
As a full-service, 100% employee-owned consulting firm, MSA is all about creating communities that thrive. We partner with clients to solve complex and multi-faceted challenges and improve the quality of infrastructure and neighborhoods. Our focus is to provide exceptional service that builds strong communities. Above all, MSA’s purpose is to enable people to positively impact the lives of others.


Our professionals include engineers, architects, environmental scientists, funding experts, urban planners, and surveyors to name a few, and they work together to provide a full suite of professional services to our clients. From bike trails and interstate highways to drinking water and wastewater, we have supported projects from start to finish since the 1930s.


Our core values guide our daily decisions and how we inspire, encourage and support one another.


Honesty & Integrity - We tell the truth, deal fairly with staff and clients, respect our commitments, and behave in an ethical manner.

Commitment to Learning - We support the professional growth of our staff and invest significant resources in ongoing training and technology.

Respect & Care for Employees - We promote employee wellness, personal growth, and provide a safe and respectful work environment.

Openness - We build trust with all employees through an open and informative company culture.

Client Focus - We enjoy our clients, seek to understand their needs, promptly respond to concerns, and help them reach their goals.


We are collaborative, we are impactful, and together as owners – we make a difference.


The work you will do

  • Assisting engineers, team leaders, IT and marketing as needed as another point of contact for the Baraboo and Madison offices
  • Ability to maintain and meet project deadlines
  • Developing and maintaining office procedures to keep offices running smoothly
  • Creating, proofreading and formatting a variety of engineering related documents
  • 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 your team of administrative coordinators allowing schedule flexibility and chance to assist with a variety of projects across 17 offices


What you bring
Skills & Knowledge / Education & Experience:

  • High school diploma (or equivalent) required
  • Associates degree or higher degree in Office Administration or related field preferred
  • Prior administrative office experience required
  • Advanced knowledge of Microsoft Word and Outlook required
  • Prior experience with Teams preferred
  • The ideal candidate will have prior experience in the construction, engineering, and/or architecture fields
  • Prior experience with creating templates and macros in Microsoft Office preferred
  • Prior experience with bidding and FTP websites and ERP 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 and traveling to Appleton office location (mileage is compensated)
  • Ability to prioritize between multiple tasks, detail-oriented, self-motivated, and great verbal and written communication skills desired
  • This position requires you to have authorization to work in the United States for any employer. We will not provide sponsorship for this position.


Who You Are:

  • You work well with others. You share ideas and listen with open ears. You can listen to criticism and respectfully disagree with people. You help others succeed. You are comfortable working with colleagues and with busy leaders. You love seeing the team and company succeed.
  • You are a strategic thinker. You see the big picture and the details. You help your team see opportunities, focus on goals, and make paths to success.
  • You are a confident communicator. You can explain complicated things to people in a way that they can understand. You are confident in your communication and people have confidence in what you say.
  • You think like an analyst. You know how to dig into problems, ask questions, find information, and help your team make good decisions.


We tried to narrow it down to just 5 reasons to work at MSA, but we couldn’t stop ourselves! 
All employees have the opportunity to enjoy the following perks:

  • Collaborative work environment
  • Opportunities to apply your skills and experiences with an established multi-disciplinary consulting firm
  • Support of over 350 close-knit professionals working toward the same common goal
  • Co-workers with a passion for what they do
  • Casual and flexible work environment
  • Competitive pay and perks
  • Communities of Practice to share information and provide mentoring opportunities
  • Work-life integration – we support a healthy work-life balance, with flexibility to help you meet your obligations
  • Internal and external training opportunities
  • STEM outreach and volunteer opportunities


Eligible employees will have the opportunity to enjoy the following benefits:

  • Medical, dental and vision coverage that start on your hire date (no waiting period!)
  • 8 paid holidays in a calendar year
  • Paid parental leave
  • 100% paid-by-company life insurance, long-term disability and short-term disability
  • Employee ownership – MSA is 100% employee owned! The ESOP model provides employees with ownership benefits and the opportunity to have your voice heard.
  • 401k retirement plan with generous employer match

MSA is an equal opportunity employer and values diversity in its workforce. All qualified candidates are encouraged to apply. Employment selection and related decisions are made without regard to sex, race, age, disability, religion, national origin, sexual orientation, gender identity or any other protected class.


Equal Employment Opportunity/Affirmative Action Employer


Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
Share on your newsfeed

Need help finding the right job?

We can recommend jobs specifically for you! Click here to get started.