Office Administrator

SI Solutions, LLC; San Diego (CA); In loco; USD 39.000 - 48.000; Tempo pieno

Descrizione del lavoro

Structural Integrity Associates, Inc. in San Diego, CA seeks an Office Administrator to support daily operations and deliver administrative and project support across technical and business teams.

This onsite role requires a proactive, organized self-starter who thrives in a fast-paced environment. You will serve as the main point of contact, manage mail and deliveries, coordinate meetings and events, and assist with proposal prep, document formatting, and records management.

Competenze

• High school diploma or equivalent; associate or bachelor's degree preferred.
• Minimum 3 years of administrative, office management, or project coordination experience.
• 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.
• Strong organizational and time-management skills with multiple priorities.
• Attention to detail and commitment to accuracy.
• Discretion and ability to maintain confidentiality.
• Ability to work independently with minimal supervision while contributing to a team.
• Professional, positive, customer-service-oriented attitude.

Mansioni

• Office Administration: serve as the primary contact for visitors, clients, vendors, and employees.
• Answer and direct incoming calls; manage mail and deliveries.
• Maintain office supplies and coordinate purchasing.
• Coordinate maintenance, vendor services, and onboarding logistics.
• Support space planning, workstation setup, and new-hire onboarding.
• Document management and records administration using company systems.
• Meeting and Event Coordination: organize onsite/offsite meetings and events.
• Reserve rooms, arrange catering, A/V, and materials; distribute agendas.
• Prepare meeting communications and logistics information.
• Project and Proposal Support: create opportunities, quotes, and projects in systems.
• Assist with proposal formatting, document prep, and quality review.
• Help with client deliverables and technical report formatting.
• Purchasing and Shipping Support: process requisitions/POs and track shipments.
• Coordinate shipping/receiving for office and client operations.
• Finance Support: assist with invoices, POs, and related docs per procedures.

Conoscenze

Microsoft Office

Document formatting

Communication skills

Time management

Attention to detail

Confidentiality

Independent work

Customer service

Formazione

High school diploma

Associate or Bachelor's degree preferred

Strumenti

NetSuite

DocuWare

Descrizione del lavoro

Structural Integrity Associates, Inc. (SIA) is seeking an Office Administrator to support our San Diego, CA 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.

Office Administration:

• 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 San Diego, CA. 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.