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The Scion Group · 6 hours ago

Office Associate, Administrative Services

Chicago, IL

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 position plays a key role in representing the company to all guests and provides a range of administrative support to enhance overall productivity.

Real Estate

No H1B

Responsibilities

Reception & Guest Services

Continuous Coverage: Ensure active, continuous coverage at the reception desk during core business hours (8:00 AM – 5:00 PM). As the central point of contact, 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. This protocol is non-negotiable and ensures that every guest is acknowledged promptly and that critical office security standards are consistently upheld

Visitor Management:

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. This includes:

Entering guest and new hire information accurately into the building security system (Kastle) in advance

Reserving appropriate conference rooms based on meeting needs

Coordinating timely delivery and professional setup of food and refreshments

Promptly notifying stakeholders of guest arrivals to prevent delays

Office Security & Protocol Adherence

Office Security: Actively contribute to maintaining a secure office environment by:

Monitoring visitor access at the front entrance

Ensuring every visitor signs in and out accurately

Adhering strictly to all established safety and compliance procedures—without exception

Protocol Adherence & Issue Escalation:

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

Immediately report and obtain explicit approval from the Office Manager for any:

Deviations or proposed changes to procedures

Identified discrepancies (e.g., missing items, procedural issues, or security concerns)

Do not perform tasks outside of established procedures without prior direction and approval from the Office Manager. This ensures operational consistency and protects company assets

Communication & Information

Information Resource: Serve as a reliable and knowledgeable resource by staying current on relevant company information, internal policies, and departmental procedures. Provide accurate and consistent support to internal staff and external contacts at all times

Communication Management:

Answer incoming calls promptly and professionally, delivering excellent customer service on every call. Route calls to the appropriate parties or take accurate messages that include the caller’s name, contact information, and reason for calling

Respond to emails in a timely, empathetic, and courteous manner. Escalate complex issues to the appropriate stakeholder to ensure quick resolution

Office Communications: Draft and send clear, timely communications to the full office or targeted team members regarding:

Administrative updates

Building notices (e.g., maintenance, fire drills)

Information related to local events that may impact travel, parking, or building access

Logistical & Financial Support

Meeting & Event Coordination:

Schedule meetings as requested by staff and executives, ensuring all participants are invited with clear objectives, rooms are reserved, and necessary resources (e.g., AV equipment, video conferencing links) are booked and tested in advance

Order and coordinate catering for meetings involving ten or more participants. Manage menus with attention to dietary restrictions, confirm delivery times, and oversee professional setup and cleanup

Mail & Shipping:

Pick up mail from the post box every other day

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

Process all outgoing mail and shipping requests, maintaining detailed tracking information for each package

Cost Management:

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

This includes booking hotels for company travel that balance cost, convenience, and safety, as well as purchasing office refreshments and supplies that meet quality standards while staying within budget

Expense Reporting:

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

Ensure all receipts are collected, properly categorized according to policy, and submitted on time for processing

Employee & Property Support

Employee Access & Onboarding Support:

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

Provide new and current corporate employees with necessary building waivers and instructions for accessing shared amenities (e.g., fitness center, conference rooms, parking)

Telephone Services Support:

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

Property Key Card & Expense Management:

Create maintenance key cards for Scion properties via Instacard

Track all associated expenses and ensure timely and accurate submission to Corporate Accounting

Equipment Maintenance:

Perform routine checks and replenishment of supplies to ensure optimal operation of office equipment (e.g., fax machines, copiers, phone systems)

Arrange prompt and professional repairs when malfunctions occur to minimize downtime

Recognition & Events Support:

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

Support the coordination and execution of company events, including managing logistics, coordinating vendors, and providing on-site support as needed

Daily Office Opening & Setup (7:45 AM – and 8:00 AM): 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

New Hire Workspace Preparation (Every Friday): Prepare individual workspaces for incoming new hires by disinfecting all surfaces (desk, chair arms, keyboard, mouse), wiping monitors to remove smudges, and organizing the desk area to provide a clean, safe, and inviting first-day experience

Inventory Management (Weekly): Conduct a weekly inventory of all refreshments and office supplies. Proactively anticipate needs, place orders, and be present for deliveries to verify accuracy and assist with proper stocking

Shared Spaces Stocking (Minimum 3x Daily): Stock all designated shared spaces across office floors with snacks and beverages at least three times per day (morning, midday, and afternoon) to ensure consistent availability and a polished presentation

Daily Cleaning & Tidiness of Shared Spaces (Ongoing):

Microwaves: Clean inside and outside daily using hot, soapy water. Remove all food residue, splatters, and odors to maintain cleanliness and hygiene

Refrigerators: Wipe down interiors and exteriors daily. Ensure shelves, surfaces, and door handles are clean, organized, and free of spills. Promptly discard any expired or unmarked items

Tables & Countertops: Wipe down all surfaces throughout the day, including those in cafés, kitchens, huddle rooms, and conference rooms, to keep them free of crumbs, spills, and clutter

Chairs: Ensure chairs in all shared spaces (conference rooms, huddle rooms, café) are lowered to their lowest setting and pushed in neatly after use and throughout the day

Stakeholder Café & Restroom: Maintain a clean, well-stocked Stakeholder Café area. Replenish tissue and paper towel/napkin supplies in the adjacent restroom and ensure the space remains hygienic and accessible

Maintenance & Restocking Coordination: Monitor and address any necessary repairs (e.g., leaky faucets, broken furniture, burnt-out bulbs) and supply restocking needs across all office floors. Coordinate with vendors or internal teams to resolve issues efficiently with minimal disruption

Storage Closet Organization: Regularly clean and organize all storage closets. Ensure supplies are arranged logically, clearly labeled, and easily accessible to all employees

Qualification

Customer ServiceMicrosoft Office SuiteAttention to DetailTime ManagementVerbal CommunicationWritten CommunicationResourcefulnessAdobe AcrobatScheduling SystemsTravel Booking SystemsConfidentiality

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