Administrative Assistant Job at Henneman Engineering Inc., Madison, WI

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  • Henneman Engineering Inc.
  • Madison, WI

Job Description

Join our Team! Henneman Engineering is looking for a full-time Administrative Assistant to handle general office tasks and administrative duties. We are looking for a self‐starter that can take a task from start to finish without continuous oversight. Attention to detail, the ability to multi‐task, and a cheerful disposition are necessary to succeed in this position.

The Administrative Assistant can work in either our Madison or Waukesha, Wisconsin offices. This role is a full-time, in-office position.

Essential Duties and Responsibilities:

  • Greet clients and other callers, both in person and over the phone
  • Organizing and scheduling appointments, meetings, and trips
  • Maintaining inventory of office supplies and ordering more supplies as needed
  • Keep record of company vehicle maintenance and take cars in for maintenance; maintain car usage log.
  • Assist engineers with specifications and other miscellaneous projects
  • Use project management software to log RFIs and project work
  • Type and distribute letters and other documents as requested
  • Create project intake forms and expense reports
  • Maintain credit card receipts
  • Collect, organize, and distribute mail
  • Take any outgoing mail or packages to the post office as necessary
  • Run miscellaneous errands as necessary
  • Maintain and update Indeed job board
  • Additional other office tasks and administrative duties as needed

Education and/or Experience

  • Associates degree required. Bachelor’s degree highly preferred.
  • Minimum five years working in the administrative industry required. Administrative experience in an engineering firm is highly preferred.
  • Experience working with Microsoft Office suite required.
  • Experience working with Newforma, or a similar engineering project management software, highly preferred.
  • Notary public highly preferred.

Additional Requirements

  • Strong analytical and problem‐solving skills
  • Believes in a proactive approach over reactive
  • Strong written and oral communication skills
  • High level of accuracy and attention to detail
  • Highly proficient in Microsoft Office Suite
  • Ability to prioritize work, meet deadlines and concentrate on detailed information
  • Amiable personality that works well with a variety of personality types
  • Strong communication skills

Benefits:

  • 401(k) with employer match
  • Health, Vision, and Dental insurance
  • Short- & Long-term disability
  • Flexible spending account and health savings account
  • Parental Leave Policy
  • Paid Time Off

This Job Is Ideal for Someone Who Is:

  • Dependable and reliable
  • Adaptable/flexible and enjoys doing work that requires frequent shifts in direction
  • Detail-oriented
  • Autonomous/Independent

Job Tags

Full time, Temporary work, Flexible hours, Shift work,

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