Business Operations Coordinator

InSite Consulting Architects; Madison (WI); Hybrid; USD 70,000 - 90,000; Full time

Benefits offered by this job

Paid vacation/sick leave

Holidays

Company-matched retirement plan

Job summary

InSite Consulting Architects seeks a Business Operations Coordinator in Madison, WI, to support office management, business operations, and architectural project administration. You will assist firm leadership, project managers, and design staff by streamlining internal processes, acting as a bridge between technical work and business management.

Responsibilities include finance, HR/payroll, quality control reviews, project contracting, and general office logistics.

Qualifications

• Degree in Business Administration, Finance, or Project Management required
• Strong proficiency with Microsoft Office Suite (Excel, Word, Outlook)
• Experience with QuickBooks and multi-state business regulations preferred
• Excellent written and verbal communication skills
• Ability to collaborate with team members and manage multiple deadlines
• Attention to detail and strong organizational skills

Responsibilities

• Office management and acting as liaison for office visitors, vendors, and communications
• Manage business licenses, compliance, and facility maintenance coordination
• Handle finance tasks including invoicing, expenses, accounts reconciliation, and payroll support
• Support HR/payroll processes and onboarding for new hires
• Review project contracts, assist with proposals, specifications, and deliverables
• Provide project administration support and maintain SOPs and records

Job description

InSite Consulting Architects seeks a Business Operations Coordinator in Madison, WI, for support of office management, business operations, and architectural project administration in a team environment. This candidate will assist firm leadership, project managers, and design staff by streamlining internal processes. Serving as a bridge between technical architectural work and business management, this role includes responsibilities in finance, HR/payroll, quality control reviews, project contracting, and general office logistics. Strong candidates will have experience with or a background working in the architectural industry for an architecture design firm.

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INSITE CONSULTING ARCHITECTS

Founded in 2000, InSite Consulting Architects (ICA) is a growing, dynamic, and creative architecture firm headquartered in Madison, WI, with offices in Milwaukee, WI, Washington, DC, and St. Louis, MO. This award-winning firm specializes in work within the existing built environment, focusing on adaptive reuse, historic preservation, and forensic analysis of buildings that include interior renovations and new construction projects. ICA also has expertise in building design, enclosure technologies, institutional facilities management, and construction/contract management. Team members collaborate from project inception through design development and construction completion.

ICA is a federally-certified small business with a passion for humane and sustainable design. As a company with an inclusive and family-friendly organizational culture, we prioritize our employees’ physical and mental well-being and offer a meaningful professional work experience and benefits package including paid vacation/sick leave, holidays, a company-matched qualified retirement plan, and more.

At ICA, impactful design results from our people and passions. Our approach to work is through hands-on evaluations, in-depth field work, and detailed design work. We are committed to our inclusive culture and diversity where we encourage originality. We respect the need for a flexible work environment and empower your desired career growth. At ICA, you will find a collaborative work environment with a wide variety of project types and project scopes ranging from $10k studies through $100M+ comprehensive facility modernizations. We offer challenge, recognition, and growth opportunities to fuel career growth.

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POSITION RESPONSIBILITIES

• Office Management
  • Serve as the primary point of contact for office visitors, vendors, and communications in the Madison Office
  • Manage business and staff licensing and compliance
  • Stocking office supplies, coffee, snacks and coordinate facility maintenance
  • Coordinate ICA employee and marketing merchandise
  • Organize all staff meetings, continuing education sessions, and team events
  • General Office Duties including answering phones, copying/scanning, filing and coordinating mailing, shipping and messenger services on an as needed basis.
  • Maintain clear documentation for company policies and operational procedures through records management and development of standard operating procedures (SOP’s).
  • Leadership administrative support.
• Business Financials
  • Assist in balancing the checking, savings, loans, and AMEX accounts as well as manage bank deposits and withdrawals.
  • Assist in the development, issuance, and follow up of invoicing for the company.
  • Assist in the tracking, payment, and/or research of bills and expenses.
  • Assist in the review and payment of quarterly taxes.
  • Review and track staff expense/reimbursables.
  • Oversee and respond to Accounting email requests.
  • Collect and Issue project certificates of insurance
• Payroll/HR
  • Assist in employee attendance and PTO tracking for payroll.
  • Coordinate new-hire employee processing.
  • Review and complete unemployment requirements for all employee states.
  • Assist in payroll processing for employees.
• Project Assistance
  • Review project contracts for compliance
  • Create AIA contracts
  • Assisting with the coordination, production, quality control reviews, and distribution for proposals, specifications, interim and final deliverables, and project bidding.
  • Assist in Construction Administration submittal and task tracking
  • Assist in meeting notes and correspondence quality control reviews.
• Position Type/Expected Hours of Work
  • This is a full-time exempt position (average: 2,080 hours per year) in accordance with employment laws within Wisconsin.
  • Work hours and days generally are Monday through Friday, 8am-5pm, based in the Madison, WI office.
  • Evening or weekend work to participate in meetings may be required periodically.
  • Consideration will be given for hybrid (1-2 days a week) fulfillment of the duties of this position.
  • Travel expenditures are covered or reimbursed through ICA policy.
  • As noted previously, ICA has a generous benefits package for all employees.

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ADDITIONAL SKILLS THAT WILL HELP YOU STAND OUT

• Education: Degree in Business Administration, Finance, or Project Management
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook), Quickbooks and multi-state business regulations.
• Excellent written and verbal communication skills, with strong multi-tasking abilities
• Ability to collaborate and communicate effectively with team members, subconsultants, and clients.
• Meticulous attention to detail and organizational skills
• Ability to work on concurrent deadlines in a fast-paced environment without compromising quality.
• Knowledge of architectural/engineering business models with proven experience

RECRUITING COMPENSATION RANGE:

Base salary is commensurate with education/experience and knowledge/skills/abilities with an additional benefits package; a range of $70,000 to $90,000 is anticipated. An annual review process, tied to compensation, will be performed.

AFFIRMATIVE ACTION:

InSite Consulting Architects is an Equal Employment Opportunity/Affirmative Action Employer. ICA provides equal employment opportunities (EEO) to all employees and applicants for employment, without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws.

OTHER:

Short-listed candidates must be willing to undergo a background check including legal, educational, employment records, etc. This position description does not cover or contain a comprehensive list of activities, duties, or responsibilities required of the employee for this position. Duties, responsibilities, and activities may change at any time, with or without notice.

Salary/Compensation: $70,000 - $90,000 per year