Office Administrator

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.…