Office Associate, Administrative Services

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Were hiring immediately!

We are interested in every qualified candidate who is eligible to work in the United States. However we are not able to sponsor visas.

*Position is based 100% out of our Chicago corporate office. *

Your Opportunity

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 guestsboth internal and externaland provides a range of administrative support to enhance overall productivity. The ideal candidate will demonstrate exceptional professionalism strong anticipation skills and efficient organizational abilities. This is a full-time in-office role based at Scions Chicago headquarters.

Responsibilities

I. General Administration

This function encompasses the critical front-facing security and operational support tasks that form the foundation of a well-run office.

A. 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.

B. 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 procedureswithout 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.

C. 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 callers 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.

D. 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.

E. 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.

II. Office Upkeep

This function is essential for maintaining a work environment that is clean organized fully stocked and consistently professional in appearance.

• 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.

The responsibilities listed above may not be all inclusive.

What We Require

• 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

Operational Details

• Job location is based at Scions Chicago corporate headquarters
• Working hours consist of standard daytime business hours with flexibility of responding to occasional urgent items outside of standard business hours during peak times
• The ability to lift approximately 50 lbs.

Your Benefits

• Discretionary annual bonus
• Paid Time Off
• Health Insurance
• Dental Insurance
• Vision Insurance
• 401k Matching
• Paid Maternal Leave
• Parental Leave
• Learning reimbursement opportunities

The Scion Group LLC provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race religion creed national origin color gender sex sexual orientation gender identity or expression age physical or mental disability (as long as the employee/applicant is otherwise qualified for the job with or without a reasonable accommodation) genetic information HIV/AIDS status marital status uniformed service veteran status pregnancy or other legally protected status or category under federal or state law. The Scion Group LLC complies with applicable state and local laws governing nondiscrimination in employment in all locations in which the Company has properties. This policy applies to all terms and conditions of employment including hiring placement promotion termination layoff recall transfers leaves of absence compensation training and other terms and conditions of employment. The Scion Group LLC is committed to the principles of equal employment opportunities.

IND-B / Office Administrator / Office Coordinator / Executive Assistant