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

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