Administrative Assistant- ARMS Business Solutions- Madison, WI

Job ID 277208 Madison, WI


ARMS Business Solutions is a web-based vendor providing services and software solutions to insurance companies, vehicle manufacturers, fleets and collision repair centers. Our mission is simple: to bring all stakeholders in the collision repair industry together in a way that benefits everyone. Our web-based software solutions are designed to enhance performance management with complete transparency, concise measurements, and seamless data integration. We believe in the power of key performance indicators to drive improvement.


We’re looking for an ambitious and talented career-minded professional who would like to make a difference utilizing their skill set, while working in a thriving agile-methodology environment. We offer competitive career opportunities, great benefits and promote a work-life balance.


The Administrative Assistant is responsible for providing general administrative and office support for all levels of management, departments and teams.  This is a critical role supporting the administrative functions of our organization.  Successful candidates will be energetic, agile, positive, and solution-oriented with an ability to handle multiple priorities and meet critical deadlines. 

Key Areas of Responsibilities

  • Schedule appointments, maintain calendars and coordinate meetings
  • Initial greeter to those visiting our office
  • Arrange transportation and lodging for various employees within an overall department
  • Prepare email and letters, presentations, statements, manuals, agendas, and any other business correspondence
  • Perform task automation
  • Implement process improvements and assist with recommending enhancements that result in increased quality and service
  • Maintain established service level agreements to manage customer expectations and quality standards
  • Perform word processing, create spreadsheets and presentations and filing
  • Provide administrative support to facilities
  • Provide onsite vendor supervision and visitor access management
  • Employee break area supply management and organization 

Equal Opportunity Employer/Disability/Veterans



  • Must be presently authorized to work in the U.S. without a requirement for work authorization sponsorship by our company for this position now or in the future
  • 5+ years of related experience or equivalent combination of education and experience
  • Strong knowledge of all Windows operating systems (XP, Vista, 7, 8)
  • Must possess intermediate to advanced proficiency with Microsoft Office software including Outlook, Word, Excel, and PowerPoint
  • Knowledge of PC applications including Office suites, Anti-Virus, and Remote Desktop applications
  • Must possess functional ability to use various office equipment such as a personal computer, calculator, fax, photocopier and electronic phone mail systems
  • Must possess previous experience arranging travel and managing multiple calendars
  • Must possess a firm understanding of business English, grammar and usage
  • Must have excellent customer service skills
  • Must have proven ability to handle confidential information by demonstrating a high level of discretion at all times
  • Ability to listen to and visualize customer (or employee’s) workflows-effective problem solving skills
  • Ability to multi-task efficiently
  • Must have the ability to work independently and demonstrate strong initiative
  • Must have strong communication skills, both written and verbal
  • Must be a proactive, results-oriented individual who requires minimal direction
  • Must demonstrate the ability to be flexible with changing priorities and requirements
  • Must have the ability to effectively collaborate and work with all level of employees
  • Must have high energy and personal drive
  • Must be committed to incorporating security into all decisions and daily job responsibilitie


  • Two year Associate’s degree preferred
  • Prior accounting and/or procurement related experience
  • Familiarity with Google products such as Chrome, GMail, Docs, Drive, Hangout, and Calendar
  • Experience ordering/provisioning office supplies
  • Experience producing and distributing reports
  • Experience processing forms such as expense reports
  • Excellent time-management and prioritization skills
  • Proven ability to perform in high pressure situations
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