Administrative Coordinator

Extera Building Solutions; Cleveland (OH); On-site; USD 32,000 - 42,000; Part time

Job summary

Extera Building Solutions seeks an Administrative Coordinator / Front Office Assistant to support day-to-day operations in Walton Hills, Ohio. This on-site role serves as the first contact for employees, clients, vendors, and visitors, ensuring a welcoming and efficient office environment.

The ideal candidate has 2+ years of administrative experience, strong MS Office skills, and a professional, detail-oriented demeanor.

Qualifications

• 2+ years of administrative or office support experience.
• On-site role in Walton Hills, OH.
• Proficient in MS Office (Outlook, Word, Excel, Teams).
• Strong communication and multitasking abilities.

Responsibilities

• Answer and direct incoming phone calls professionally.
• Greet and welcome guests, clients, vendors, and applicants.
• Manage visitor sign-in procedures and front office appearance.
• Coordinate conference room scheduling and meeting preparation.
• Assist with calendar management and routine data entry.

Skills

Communication skills

Professional demeanor

Organizational skills

Microsoft Office

Team oriented

Attention to detail

Tools

Microsoft Office

Job description

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Warren Roofing 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. This position is available on a part-time to full-time basis.

Supervisory Responsibilities

• This position has no direct reports.

Duties and 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 schedules, and similar information.
• 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.
• Perform other duties as assigned.

Skills and Capabilities

• Strong communication and interpersonal skills.
• Professional demeanor and the ability to maintain confidentiality.
• Strong organizational and multitasking abilities, with close attention to detail.
• Proficiency in Microsoft Office (Outlook, Word, Excel, Teams).
• Positive, team-oriented, service-minded, and proactive attitude.
• Dependable and punctual; adaptable and willing to help where needed.
• Comfortable working in a fast-paced environment.

Education, Experience and Qualifications

• 2+ years of administrative, clerical, reception, or office support experience preferred.

Preferred Qualifications

• Construction industry experience is a plus, but not required.
• No certifications are required.

Travel

• This is an on-site position based in the Walton Hills, Ohio office. Travel is not expected beyond occasional local errands (e.g., mail, supply, or meal pickups) as needed.

Physical Demands and Work Environment

This position works on site in a professional office. Most of the day is spent seated at a desk, with some standing and walking to greet visitors, handle mail and deliveries, and set up meeting spaces. The role requires constant use of hands and fingers for computer and phone work, and the ability to talk, hear, and see clearly. You may occasionally lift and carry packages or supplies weighing up to 25 pounds, and occasionally wear personal protective equipment (PPE) when required. The role does not require heavy lifting, climbing, crouching, or regular exposure to loud noise, extreme temperatures, or outdoor weather. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this role.

The PPE sentence assumes PPE is only needed now and then, for example on a job site or in a shop area. If there's a specific situation where it's needed, naming it would make that sentence clearer.

Equal Employment Opportunity Statement

Warren Roofing an Extera Building Solutions company is an Equal Opportunity Employer. In accordance with federal laws and the Ohio Revised Code Chapter 4112, we do not discriminate on the basis of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), military status, national origin, disability, age (40 or older), ancestry, or genetic information. Employment decisions are based solely on qualifications, merit, and business needs.

Americans with Disabilities Act (ADA) & Ohio Law Accommodations

We are committed to providing reasonable accommodations to individuals with physical or mental disabilities during the application, interviewing, and employment process. If you need reasonable accommodation to participate in the job application or interview process, please contact Bethany Ballengee, HR Director at 440-230-8506 or [e-mail] at least five (5) business days prior to your needs.