Structural Integrity Associates, Inc. (SIA) is seeking an Office Administrator to support our San Diego, CA 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.
Primary Responsibilities:
Office Administration 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.
Meeting and Event Coordination 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.
Project and Proposal 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.
Purchasing and Shipping Support 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.
Finance Support 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.
Required Skills/Qualifications: 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.
Physical Requirements: 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.
Desired Skills/Qualifications: Experience supporting…