Administrative Assistant

position summary

We are seeking an experienced and highly motivated Administrative Assistant to join our dynamic team. This role offers an exciting opportunity to support our growing offices in Appleton and Freedom, Wisconsin, while also assisting with initiatives in our corporate Minneapolis office. The Administrative Assistant will oversee front desk and reception operations, facilities and fleet coordination, large purchase requests, mail services, and the planning of on- and off-site meetings. This position is also responsible for directing and coordinating office services and related activities, ensuring the efficient use of resources, services, and equipment across locations.

This is a full-time benefits eligible opportunity that will be performed on-site at our Appleton, WI office, with occasional travel to our nearby Freedom, WI location. The anticipated starting hourly rate for this position is $25.00 and up, depending upon the qualifications and experience of the successful candidate.

why Merjent?

Merjent is a medium-sized consulting and engineering company dedicated to creating an environment where both people and projects succeed. Merjent has staff located across the United States who may choose a remote, in-office, or hybrid work arrangement. All full-time employees begin their tenure at Merjent with 4 weeks of paid vacation regardless of seniority. In addition, employees receive 10 paid holidays and generous benefits and compensation packages. Merjent supports annual career-related training for employees to become or continue as leaders in their field of expertise. Merjent facilitates organic growth within the company and encourages employees to bring their ideas forward to grow existing and create new service lines within and beyond the currently served sectors of energy, mining, transportation, manufacturing and construction, land development industries, and government. Merjent also invests in its company culture by supporting travel for remote employees to attend in-person team meetings and all-staff events.

The Merjent difference is real - it's based on a commitment to our values, which guides us in how we work with clients and each other. Our commitment to quality and professional integrity encompasses everything we do. We are proud of our reputation for delivering quality work and building long-term, trusting relationships with our clients and with regulatory agencies.

responsibilities

Operations

• Manage the reception area and front desk operations, including telephone, mail, and visitor communications, to maintain a professional company image.
• Oversee day-to-day office and facility operations across the Appleton and Freedom Wisconsin locations.
• Coordinate the purchase of office supplies, furniture, and equipment in accordance with company purchasing policies, sustainability goals, and budget guidelines.
• Administer company records management, including retention, tracking, protection, retrieval, transfer, and disposal of records.
• Support client, marketing, and internal events, including event planning, document design, conference and career fair coordination, and branded gear distribution.
• Assist Project Managers with report production, photocopying, and document preparation as needed.
• Coordinate travel arrangements, including flights and lodging.
• Manage vendor setup processes, including credit applications, direct invoice management, and subcontractor compliance documentation.
• Coordinate storage and shop space needs across multiple states.
• Participate in special projects and provide general administrative support as needed.
• Schedule and support onboarding and orientation for new and seasonal staff.
• Coordinate with Merjent HR team on staffing needs, interview scheduling, and offer letter requests, primarily for seasonal and hybrid roles.
• Assist with seasonal staff onboarding, timesheet collection, and expense reporting.

Fleet & Compliance

• Maintain fleet and equipment records, including vehicle and trailer registrations, DOT inspections, licensing, and compliance tracking.
• Manage fleet and equipment systems, including GPS tracking, maintenance logs, expense tracking, fuel card administration, and rental vehicle coordination.
• Track and manage equipment inventories and maintenance expenses.
• Track and manage certifications and licensing, including herbicide certifications across multiple states and staff.
• Support safety and compliance initiatives, including safety plan documentation, safety supply management, drug testing coordination, and work/herbicide documentation uploads.

qualifications and experience

• Associate's degree, technical or vocational training, or a bachelor's degree, with a minimum of two years of experience in office management or a related administrative role.
• Proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint).
• Strong analytical, organizational, and problem-solving skills.
• Excellent written and verbal communication skills, with the ability to work effectively in a collaborative, team-oriented environment.
• Demonstrated ability to work independently, manage priorities, and perform effectively with limited supervision.
• Commitment to observing and promoting Merjent's values in all internal and external business activities.

E-Verify

Merjent, Inc. participates with the United States Customs and Immigration Services (USCIS) E-Verify program. We will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

Candidates interested in applying should submit a completed Application for Employment (cover letter and resume) to merjent.applicantpro.com.

Merjent, Inc. is an Equal Employment Opportunity/Affirmative Action Employer committed to diversity and inclusion. We are pleased to consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other legally protected factors. Disability-related accommodations during the application process are available upon request.

Merjent is not accepting unsolicited assistance from search firms for this employment opportunity.