Office Administrator / Project Support

Description: 
Structural Integrity Associates (SI) is seeking a highly organized and detail-oriented Office Administrator / Project Support professional to support our Centennial, Colorado 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. Responsibilities include office administration, meeting coordination, facilities support, project setup and maintenance, proposal support, document management, purchasing, and project closeout activities. 

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. 

Skills & Qualifications: 

Required 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. 

Preferred Qualifications