Office Administrator

SI Solutions, LLC•San Diego, CA

6d•$28 - $35•Onsite

About The Position

Structural Integrity Associates, Inc. (SIA) is seeking an Office Administrator to support its San Diego, California office. The role maintains daily office operations and provides administrative and project support to technical and business teams. The position is onsite Monday through Friday between 8 a.m. and 5 p.m. The successful candidate is expected to be proactive, organized, comfortable managing multiple priorities in a fast-paced environment, and able to support a range of business functions. The Office Administrator serves as a primary contact for visitors and callers, manages office supplies, mail, deliveries, records, facilities requests, and onboarding logistics, and coordinates meetings and events. The role also supports proposals and project administration, including document preparation, project setup and tracking, records retention, purchase requisitions and orders, shipping and receiving, and coordination with Finance on invoice and purchasing documentation. SIA is an engineering consulting firm serving industries including nuclear power, energy services, pipeline integrity, and critical infrastructure. The company describes its culture as based on knowledge, excellence, respect, quality, engineering innovation, and a shared goal of building a safer world.

Requirements

High school diploma or equivalent required.
At least 3 years of administrative, office management, project coordination, or related experience.
Proficiency with Microsoft Office Suite, including 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, including 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 and contribute effectively within a team environment.
Professional, positive, and customer-service-oriented attitude.
Ability to sit and stand for extended periods; bend, crouch, and reach high and low places; lift and carry materials and packages weighing up to 15 pounds; and move frequently throughout the office.
Must work onsite Monday through Friday between 8 a.m. and 5 p.m.

Nice To Haves

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

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 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 administrative tasks such as scanning, copying, filing, printing, and document preparation.
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.
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.
Process purchase requisitions and purchase orders, ensuring proper documentation and approvals.
Coordinate receipt and reconciliation of purchased items.
Support shipping and receiving for office, field, and client operations; track shipments and coordinate deliveries as required.
Partner with Finance to ensure vendor invoices, purchase orders, and related documentation are accurately processed, approved, reconciled, and maintained.