Office Associate, Administrative Services

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We're 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 guests-both internal and external-and 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 Scion's 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 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.

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 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.

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…