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The Scion Group · 1 day ago

Office Associate, Administrative Services

Chicago, Illinois, United States

Full-time

Onsite

Entry Level

$40K/yr - $50K/yr

2+ years exp

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 role will play a key part in representing the company to guests and providing a range of administrative support to enhance overall productivity.

Real Estate

No H1B

Responsibilities

Ensure active, continuous coverage at the reception desk during core business hours (8:00 AM – 5:00 PM)

Maintain an uninterrupted presence at the reception desk

Greet and assist all guests, clients, interview candidates, and visitors immediately upon arrival with a professional, warm, and welcoming demeanor

Manage detailed guest preparations with precision

Actively contribute to maintaining a secure office environment by monitoring visitor access at the front entrance

Ensure every visitor signs in and out accurately

Follow all administrative procedures and protocols as outlined in the administrative handbook

Serve as a reliable and knowledgeable resource by staying current on relevant company information, internal policies, and departmental procedures

Answer incoming calls promptly and professionally, delivering excellent customer service on every call

Respond to emails in a timely, empathetic, and courteous manner

Draft and send clear, timely communications to the full office or targeted team members regarding administrative updates

Schedule meetings as requested by staff and executives, ensuring all participants are invited with clear objectives, rooms are reserved, and necessary resources are booked and tested in advance

Pick up mail from the post box every other day

Accurately sort all incoming mail and packages, ensuring timely delivery to the appropriate recipients

Research and compare pricing to identify and implement cost-effective solutions for all administrative expenses

Assist with maintaining accurate and detailed expense reports for the Administrative Services team

Create and test office key cards for all new employees every Friday prior to their start date, confirming activation for a seamless first-day experience

Assist in maintaining and troubleshooting company telephone services, including setting up after-hours on-call accounts and serving as a first point of contact for basic system issues

Perform routine checks and replenishment of supplies to ensure optimal operation of office equipment

Assist with the purchase and distribution of employee recognition items for birthdays, anniversaries, and other milestones

Open the office each morning by turning on all necessary lights, tidying shared spaces, and ensuring the environment is clean, welcoming, and ready to support a productive workday

Prepare individual workspaces for incoming new hires by disinfecting all surfaces and organizing the desk area

Conduct a weekly inventory of all refreshments and office supplies

Stock all designated shared spaces across office floors with snacks and beverages at least three times per day

Clean inside and outside microwaves daily using hot, soapy water

Wipe down interiors and exteriors of refrigerators daily

Wipe down all surfaces throughout the day to keep them free of crumbs, spills, and clutter

Maintain a clean, well-stocked Stakeholder Café area

Monitor and address any necessary repairs and supply restocking needs across all office floors

Regularly clean and organize all storage closets

Qualification

Customer service experienceAdministrative experienceMicrosoft Office SuiteAdobe AcrobatScheduling systemsTravel booking systemsResourcefulnessTime managementAttention to detailWritten communicationVerbal communication

Required

Two years of customer service and administrative experience in a professional office environment

Learns and operates various technologies and software quickly (Microsoft Office Suite, Adobe Acrobat, scheduling and reservation systems, travel booking systems, etc.)

Strong sense of responsibility and ownership of their position

Proven ability to maintain confidentiality of information; does not disclose such information to others without permission

Outstanding time management skills and attention to detail

Strong written and verbal communication skills

Anticipates obstacles and is highly resourceful

The ability to lift approximately 50 lbs