Office Associate, Administrative Services

Office Associate, Administrative Services

We are interested in every qualified candidate who is eligible to work in the United States. However, we are not able to sponsor visas.

Position is based 100% out of our Chicago corporate office.

The Scion Group is seeking an Associate to join the Administrative Services team and support the coordination and execution of smooth, efficient day-to-day office operations. This position plays a key role in representing the company to all guests—both internal and external—and provides a range of administrative support to enhance overall productivity. The ideal candidate will demonstrate exceptional professionalism, strong anticipation skills, and efficient organizational abilities.

This is a full-time, in-office role based at Scion’s Chicago headquarters.

I. General Administration

This function encompasses the critical front-facing, security, and operational support tasks that form the foundation of a well-run office.

A. Reception & Guest Services

• Continuous Coverage:
  Ensure active, continuous coverage at the reception desk during core business hours (8:00 AM – 5:00 PM). The desk must always be attended.
• Uninterrupted Presence:
  Maintain an uninterrupted presence at the reception desk. If a team member must step away for more than five minutes, another team member must immediately provide coverage to ensure every guest is acknowledged promptly and that critical office security standards are upheld.
• Visitor Management:
  Greet and assist all guests, clients, interview candidates, and visitors with a professional, warm, and welcoming demeanor. Manage guest preparations with precision, including entering guest and new hire information into the building security system (Kastle) in advance, reserving appropriate conference rooms, coordinating food and refreshments, and promptly notifying stakeholders of guest arrivals.

B. Office Security & Protocol Adherence

• Office Security:
  Maintain a secure office environment by monitoring visitor access, ensuring sign-in/out accuracy, and adhering to safety and compliance procedures.
• Protocol Adherence & Issue Escalation:
  Follow administrative procedures, report discrepancies, and obtain approval from the Office Manager for deviations or changes. Do not perform tasks outside established procedures without prior direction.

C. Communication & Information

• Information Resource:
  Stay current on relevant company information, internal policies, and procedures; provide accurate support to internal staff and external contacts.
• Communication Management:
  Answer calls promptly and professionally, route or take messages with complete details, and respond to emails in a timely, courteous manner. Escalate complex issues as needed.
• Office Communications:
  Draft and send clear communications to the full office or targeted teams regarding administrative updates, building notices, and information related to local events impacting travel, parking, or access.

D. Logistical & Financial Support

• Meeting & Event Coordination:
  Schedule meetings, invite participants, reserve rooms, and book/test necessary resources (e.g., AV, video conferencing) in advance. Coordinate catering for meetings involving ten or more participants, manage menus, dietary restrictions, delivery times, and setup/cleanup.
• Mail & Shipping:
  Collect mail, sort packages, and ensure timely delivery. Process outgoing mail with detailed tracking information.
• Cost Management:
  Identify cost-effective solutions for administrative expenses, including booking travel and purchasing office refreshments and supplies within budget.
• Expense Reporting:
  Maintain accurate expense reports; ensure receipts are categorized and submitted on time.

E. Employee & Property Support

• Employee Access & Onboarding Support:
  Create and test office key cards for new employees prior to their start date and provide building waivers and instructions for accessing amenities.
• Telephone Services Support:
  Maintain and troubleshoot company telephone services and be a first point of contact for basic system issues.
• Property Key Card & Expense Management:
  Create maintenance key cards and track related expenses for submission to…