About SQN

◼ sine qua non: (noun) something considered absolutely essential.

SQN Associates is a woman- and minority-owned company providing Construction Management, Program & Project Management, and Project Controls services to public and private clients in markets that include Aviation, Buildings & Facilities, Rail, Transit, Transportation, and Utilities.

Our mission is to be “absolutely essential” to the success of our clients, partners, employees, and community. Central to this mission is our commitment to a culture of excellence rooted in fostering reliable support and mutual respect for those we work with.

Our definition of success involves more than just hard numbers. We strive to stay true to our core values with every decision that we make, at every level. Our culture of excellence inspires us to hold ourselves to the highest standards in everything that we do, whether it’s conducting ourselves with accountability and transparency in our work, continually cultivating the capabilities of our team, or seeking ways to empower those around us in pursuit of a more diverse, equitable, and sustainable future. When it comes down to it, SQN believes in putting people first.

Our greatest asset is the SQN Team – our dedicated and talented employees. By making it our business to take care of them both professionally and personally, we make it possible for them to take care of business. Thanks to the enthusiasm of the SQN Team, SQN Associates has been named as one of Crain’s Chicago Business’ Best Places to Work for multiple years running.

Overview 

The Office Administrator serves as the primary point of contact for the company’s main office, ensuring efficient day-to-day operations and a professional, well-organized workplace environment. This position is responsible for front desk management, facilities coordination, administrative operations, inventory oversight, and cross-functional support for key departments, including Human Resources, Fleet, and Marketing.

Position Type 

Full-time hourly employee (non-exempt)

Organizational Position 

Job Title: Office Administrator

Reports to: Chief People Officer

Responsible for: N/A

Duties/Responsibilities

• Maintain a professional, organized, and efficient office environment.
• Serve as the primary point of contact for office calls, visitors, emails, deliveries, and vendor coordination.
• Coordinate facility needs, including office access, mail and courier services, conference rooms, common areas, storage organization, and company asset management.
• Assist with office events, employee engagement activities, workplace initiatives, and general office support.
• Provide administrative support to leadership and multiple departments, including recordkeeping, onboarding/offboarding, meeting coordination, and handling confidential information.
• Manage the certificate of insurance administration process, including obtaining, reviewing, and validating certificates for compliance with contractual and company requirements; maintain tracking logs and documentation; monitor expirations and renewals; and coordinate with internal teams, vendors, subcontractors, and insurance representatives to ensure timely compliance.
• Support operational efficiency initiatives while managing multiple priorities in a fast-paced environment and assisting employees, clients, vendors, and visitors as needed.
• Perform in-person administrative activities to obtain required documents, permits, registrations, and related records.
• Provide administrative support for fleet operations, including maintaining records, compliance tracking, renewals, vehicle coordination, fleet systems administration, and responding to related requests.
• Perform additional duties and special projects as assigned.

Qualifications / Requirements

• Some college education preferred; not required
• Minimum of 3 years of administrative support, office operations, or related experience
• Ability to work onsite during established office hours and provide consistent front-office coverage
• Strong written and verbal communication skills
• Ability to interact professionally with executives, employees, clients, vendors, and visitors
• Excellent organizational skills and strong attention to detail
• Ability to prioritize tasks, manage deadlines, and adapt to changing priorities
• Ability to work independently and collaboratively across departments
• Strong proficiency in Microsoft 365 applications, including Outlook, Word, Excel, and Teams
• Experience managing calendars, shared email mailboxes, and basic reporting functions
• Strong customer service mindset with a proactive and solution-oriented approach
• Ability to handle confidential information with discretion and sound judgment

Physical Requirements

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job, absent undue hardship. While performing the functions of the job, the employee must be able to:

• Communicate and exchange information with employees, visitors, vendors, and others.
• Operate a computer, telephone, and other standard office equipment.
• Remain in a stationary position for extended periods and move throughout the office as needed.
• Frequently stand, walk, reach, and perform tasks involving close visual attention.
• Occasionally bend, stoop, or reach to organize supplies, files, storage areas, and office equipment.
• Occasionally lift, carry, or move office supplies, packages, and equipment weighing up to 25 pounds.

Working Conditions

• Primarily an in-office position in a general office environment.
• Regular interaction with employees, visitors, vendors, and delivery personnel, with frequent interruptions and changing priorities.
• Occasional local travel to obtain/drop off documents, permits, registrations, supplies, or other business-related materials.
• Occasional schedule flexibility may be required to support office events or operational needs.

Compensation & Benefits

SQN offers a comprehensive and competitive benefits package to all eligible employees that consists of:

• Competitive base pay ($30 - $40 per hour based on a 40-hour workweek)
• Discretionary annual bonus
• Medical, dental, and vision coverage plan options
• Company-paid life insurance and short-term/long-term disability
• 401k plan with an employer safe harbor contribution
• Paid time off
• Paid company holidays
• Paid parental leave
• Professional development assistance, licensure, and professional membership reimbursement
• Company-sponsored social events
• Pre-tax commuter benefit
• Health savings accounts with employer contribution
• Health care and dependent care flexible spending accounts
• Monthly cell phone reimbursement
• Annual wellness reimbursement
• Voluntary life and accident insurance
• Voluntary critical illness and hospital indemnity insurance
• Pet insurance

EEO Statement

SQN Associates, LLC is an equal opportunity employer. In accordance with applicable law, we prohibit discrimination against any applicant, employee, or other covered person based on any legally recognized basis, including, but not limited to: veteran status, uniformed servicemember status, race, color, caste, immigration status, religion, religious creed (including religious dress and grooming practices), sex, gender, gender expression, gender identity, marital status, sexual orientation, pregnancy (including childbirth, lactation or related medical conditions), age, national origin or ancestry, citizenship, physical or mental disability, genetic information (including testing and characteristics), protected leave status, domestic violence victim status, or any other consideration protected by federal, state or local law. We are committed to providing reasonable accommodations; if you need an accommodation to complete the application process, please contact us via our website at https://www.sqna.com.