Jobs for People with MS: National MS Society

Start your Jacobs career with a company that inspires and empowers you to deliver your best work so you can evolve, grow and succeed - today and into tomorrow. At Jacobs, we’re helping our clients innovate and grow by designing, engineering, and executing the construction that is shaping our world.

We are looking for an energetic, dynamic Project Administration Assistant at our downtown Milwaukee office, located in Schlitz Park. This role will support our growing transportation and water practices and will include administrative support tasks such as document controls, data input, working with financial tracking tools, invoicing, subconsultant coordination, meeting summaries, and staff expense reports. We’ll ask you to update information within Jacobs software applications and client databases (such as Wisconsin Department of Transportation Masterworks.)

When you join us, additional responsibilities will include functions such as answering phones, various scheduling tasks, records management including copying, scanning, and e-filing project documents, archiving closed project documents as well as monthly status report production.

Depending on your aptitude and desire, there are opportunities to advance yourself within the project administration field at Jacobs!

More specifically, your role on projects will include:

• Assist with all aspects of running a busy office and provide support to professionals and technical staff with assigned tasks.

• Provide general administrative assistance, including answering phones, greeting guests, copying, scanning, typing, data entry, research, running errands, and general office tasks.

• Coordinate meeting room scheduling and set up, including providing food and beverages, and assisting with IT needs.

• Maintain filing system for client and project related correspondence, contracts, reports, plans/specifications, and reference information.

• Assist with subconsultant administration, including assistance with subcontracting, purchase requisitions, and Invoicing.

• Assist with Jacobs and third-party software applications and client databases including Masterworks.

• Assist with office events, including celebration events, annual holiday celebration, annual summer picnic, and other special events.

• Prepare for new employees, including office setup, orientation, and on-boarding.

• Order office supplies and equipment.

• Other task that may be assigned specific to the office.

• Minimum of 2+ years’ previous work experience in an office environment performing administrative tasks

• Excellent Communication and organization skills, self-motivated and a desire to learn new systems

• Computer literacy with proficiency with Microsoft Office software, specifically Outlook, Teams, Word, and Excel

• Proficient knowledge of office equipment: copiers, printers, scanner, phone systems, fax machines, binding machines, etc.

• Basic knowledge to learn web-based database software

• Valid driver's license

• Dependable, self-motivated and able to perform tasks with minimal supervision

Ideally you’ll also have:

• Previous experience with a construction, engineering, or architectural firm

• Associate degree specializing in administrative assistant, business, or a related field

• Technical writing and editing ability

• Advanced knowledge of Microsoft Word and Excel

• Ability to Look for improved methods and processes that lead to greater efficiency

Jacobs is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, religion, creed, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding, or medical conditions related to pregnancy, childbirth, or breastfeeding), age, medical condition, marital or domestic partner status, sexual orientation, gender, gender identity, gender expression and transgender status, mental disability or physical disability, genetic information, military or veteran status, citizenship, low-income status or any other status or characteristic protected by applicable law. Learn more about your rights under Federal EEO laws and supplemental language.