Office Administrator

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.

• 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

• 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

• 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

• Experience supporting engineering, consulting, construction, or professional services organizations
• Experience with proposal preparation and technical document formatting
• Experience with Net Suite, Docu Ware, or other ERP/document management systems
• Experience supporting project management functions and project lifecycle administration

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

This position will remain open until filled. Applications will be reviewed on a continuous basis. To ensure full…