Office Administrator

SI Solutions, LLC; Rockdale (IL); In loco; USD 39.000 - 48.000; Tempo pieno

Descrizione del lavoro

Structural Integrity Associates, Inc. in Rockdale, IL is seeking an Office Administrator to manage daily office operations and provide administrative support to technical and business teams.

The role is onsite Monday through Friday from 8am to 5pm and requires proactive multitasking and organization. The ideal candidate will have 3+ years of administrative experience, strong MS Office skills, and a focus on accuracy, confidentiality, and customer service.

Competenze

• High school diploma or equivalent required.
• Associate or bachelor's degree preferred.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
• Strong document formatting, data entry, and records management skills.
• Excellent verbal, written, and interpersonal communication skills.

Mansioni

• Serve as the primary point of contact for visitors, clients, vendors, and employees.
• Answer and direct incoming telephone calls and inquiries.
• Receive, sort, distribute, and process mail and deliveries.
• Maintain office supply inventory and coordinate purchasing of supplies and equipment.
• Coordinate office maintenance requests and vendor services.
• Support onboarding logistics for new hires and transfers.
• Maintain organized office files and documentation.
• Perform general administrative tasks including scanning, copying, filing, printing.
• Coordinate onsite and offsite meetings, training sessions, and events.
• Prepare agendas and distribute logistics information.
• Assist with visitor accommodation and meeting support.
• Create and maintain opportunities, quotes, and projects in company systems.
• Support proposal development through document preparation and formatting.
• Assist with formatting reports and client deliverables.
• Maintain project documentation and records per procedures.
• Support project managers with setup, tracking, and admin activities.
• Coordinate project closeout and records retention.
• Process purchase requisitions and orders, ensure approvals.
• Coordinate receipt and reconciliation of purchases.
• Support shipping and receiving for office and client operations.
• Track shipments and coordinate deliveries.

Conoscenze

MS Office

Data entry

Records management

Communication skills

Time management

Organizational skills

Attention to detail

Discretion confidentiality

Independent worker

Formazione

Associate degree

Bachelor's degree

Strumenti

NetSuite

DocuWare

ERP systems

Descrizione del lavoro

Structural Integrity Associates, Inc. (SIA) is seeking an Office Administrator to support our Rockdale, IL office. This position plays a critical role in maintaining daily office operations while providing administrative and project support to technical and business teams.

The successful candidate will be a proactive self-starter who thrives in a fast-paced environment, manages multiple priorities effectively, and enjoys supporting a variety of business functions.

This role must be onsite Monday through Friday between 8am – 5pm.

Primary Responsibilities

• Serve as the primary point of contact for visitors, clients, vendors, and employees.
• Answer and direct incoming telephone calls and inquiries.
• Receive, sort, distribute, and process incoming and outgoing mail and deliveries.
• Maintain office supply inventory and coordinate purchasing of office supplies and equipment.
• Coordinate office maintenance requests, repairs, and vendor services.
• Support office space planning, workstation setup, and onboarding logistics for new hires, employee transfers, and visitors.
• Maintain organized office files, records, and administrative documentation.
• Perform general administrative tasks including scanning, copying, filing, printing, and document preparation.

Meeting and Event Coordination

• Coordinate onsite and offsite meetings, training sessions, and company events.
• Reserve meeting rooms and arrange catering, audiovisual equipment, and meeting materials.
• Prepare and distribute meeting communications, agendas, and logistics information.
• Assist with visitor accommodation and meeting support as needed.

Project and Proposal Support

• Create and maintain opportunities, quotes, and projects within company systems.
• Support proposal development through document preparation, formatting, assembly, and quality review.
• Assist technical staff with formatting reports, calculations, presentations, and client deliverables.
• Maintain project documentation and records in accordance with company procedures.
• Support project managers with project setup, tracking, and administrative activities.
• Coordinate project closeout activities and ensure accurate record retention.
• Assist with document management, filing, and records administration using company systems.

Purchasing and Shipping Support

• Process purchase requisitions and purchase orders, ensuring proper documentation and approvals.
• Coordinate receipt and reconciliation of purchased items.
• Support shipping and receiving activities for office, field, and client operations.
• Track shipments and coordinate deliveries as required.

Finance Support

• Partner with the Finance Department to ensure vendor invoices, purchase orders, and related documentation are accurately processed, approved, reconciled, and maintained in accordance with company procedures.

Required Skills/Qualifications

• High school diploma or equivalent required; associate or bachelor's degree preferred.
• Minimum 3 years of administrative, office management, project coordination, or related experience.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, and Teams).
• Strong document formatting, data entry, and records management skills.
• Excellent verbal, written, and interpersonal communication skills.
• Strong organizational and time-management skills with the ability to manage multiple priorities simultaneously.
• Exceptional attention to detail and commitment to accuracy.
• Ability to exercise discretion and maintain confidentiality.
• Ability to work independently with minimal supervision while contributing effectively within a team environment.
• Professional, positive, and customer-service-oriented attitude.

Physical Requirements

• Sitting and standing for extended periods.
• Bending, crouching, and reaching high and low places.
• Lifting and carrying materials and packages weighing up to 15 pounds.
• Frequent movement throughout the office to support daily operations.

Desired Skills/Qualifications

• Experience supporting engineering, consulting, construction, or professional services organizations.
• Experience with proposal preparation and technical document formatting.
• Experience with NetSuite, DocuWare, or other ERP/document management systems.
• Experience supporting project management functions and project lifecycle administration.

Pay Range:

The expected pay rate for this role is $28 - $35 in Rockdale, IL. Exact pay will be commensurate with experience, qualifications, and location.

Application Deadline

This position will remain open until filled. Applications will be reviewed on a continuous basis. To ensure full consideration, applicants are encouraged to submit their applications at the earliest opportunity.

Export Control Notice

Certain positions at SI may require access to information and technology which is subject to Export Administration Regulations 15 CFR 730-774, including those of the US Department of Energy (DOE) in 10 CFR 810 and Nuclear Regulatory Commission (NRC) 10 CFR Part 110. Hiring decisions for such positions must comply with these regulations and may result in SI limiting its consideration of foreign nationals who are citizens of countries that are not on the DOE’s Generally Authorized Destinations List: https://www.ecfr.gov/current/title-10/chapter-III/part-810/appendix-Appendix%20A%20to%20Part%20810

About Us

SIA is an engineering consulting firm serving various industries including Nuclear Power, Energy Services, Pipeline Integrity, and Critical Infrastructure.Join a team of internationally recognized experts in a culture based on knowledge, excellence, and respect for one another. Our employees are members of a distinct community of internationally respected professionals committed to quality, engineering innovation and a shared goal of building a safer world.

Why Work at SIA?

SIA offers a competitive salary and performance-based bonus program. Our retirement benefits include a Traditional 401k, Roth 401k, and an employer match. To help employees maintain a work-life balance, SIA also offers various paid time off including vacation, floating holidays, sick time, and parental leave.

Our employees also enjoy a comprehensive benefits program that includes the following:

• Medical, dental, and vision insurance
• Life Insurance and AD&D
• Short-term and long-term disability
• Health Savings Account with employer contribution
• Flexible Spending Account for health care and dependent care
• ID theft protection and credit monitoring

Structural Integrity Associates, Inc. is an equal opportunity employer.

www.structint.com

SIA does not welcome third-party recruiters, employment agencies, headhunters, etc. Please do not reach out to SIA employees requesting a call, sit down, meeting, or email response.

Candidate information may be verified during the hiring process. Inaccurate, deceptive, or mass-generated applications may be disqualified from consideration.