Office Administrator

Job Description

Job Description

Position Overview

• Extera Building Solutions is seeking a professional, organized, and service-oriented Administrative Coordinator / Front Office Assistant to support day-to-day office operations across our growing organization.
• This role serves as the first point of contact for employees, clients, vendors, and visitors and plays a critical role in maintaining a welcoming, efficient, and highly organized office environment. The ideal candidate is dependable, detail-oriented, polished, and enjoys supporting multiple teams in a fast-paced construction and operations environment.

Key Responsibilities – Front Office & Reception

• Answer and direct incoming phone calls professionally and efficiently
• Greet and welcome guests, clients, vendors, and applicants
• Manage visitor sign-in procedures and maintain a professional front office appearance
• Coordinate conference room scheduling and meeting preparation
• Accept and distribute deliveries, packages, mail, and courier items
• Handle outgoing mail, FedEx, UPS, and certified mail processing
• Monitor office entryways and assist with basic office security awareness

Administrative Support

• Make copies, scan documents, file paperwork, and organize records
• Prepare binders, packets, presentations, and meeting materials
• Assist leadership teams with administrative projects and data entry
• Assist with meeting notes, as assigned
• Assist with maintaining calendar key dates, out of office, etc
• Maintain digital and physical filing systems
• Order and track office supplies, kitchen inventory, and office materials
• Assist with document formatting, spreadsheets, and reporting

Office Operations & Culture Support

• Help maintain a clean, organized, and professional office environment
• Coordinate lunches, meetings, employee events, and hospitality needs

Qualifications

• High school diploma required; associate degree preferred
• 2+ years of administrative, clerical, reception, or office support experience preferred
• Strong communication and interpersonal skills
• Professional demeanor
• Strong organizational and multitasking abilities
• Proficiency in Microsoft Office (Outlook, Word, Excel, Teams)
• Ability to maintain confidentiality and professionalism
• Construction industry experience is a plus, but not required

Desired Traits

• Positive and team-oriented attitude
• Strong attention to detail
• Dependable and punctual
• Comfortable in a fast-paced environment
• Service-minded and proactive
• Adaptable and willing to help where needed

Compensation Range (Cleveland, Ohio Market)

$18-25/hour