Office Administrator

SI Solutions, LLC•Rockdale, IL

12d•$28 - $35•Onsite

About The Position

Structural Integrity Associates, Inc. (SIA) is hiring an Office Administrator to support its Rockdale, Illinois office. The position maintains daily office operations and provides administrative and project support to technical and business teams. The successful candidate is a proactive self-starter who can thrive in a fast-paced environment, manage multiple priorities, and support a variety of business functions. This role is onsite Monday through Friday, between 8 a.m. and 5 p.m. The Office Administrator serves as a primary contact for visitors, clients, vendors, and employees; manages calls, mail, office supplies, maintenance, records, and general administrative tasks; and coordinates meetings, training sessions, and events. The role also supports proposals and projects through document preparation, system entry, project setup and tracking, records administration, and closeout activities. Additional duties include purchasing, shipping and receiving, and coordinating with Finance to process vendor invoices and related 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, and respect, with a shared goal of building a safer world.

Requirements

High school diploma or equivalent required.
Minimum 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, 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.

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 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.
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.
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 activities for office, field, and client operations.
Track shipments and coordinate deliveries as required.
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.