Office Administrator

Pioneer Cladding and Glazing Systems; Cleveland (OH); On-site; USD 42,000 - 54,000; Full time

Job summary

Pioneer Cladding and Glazing Inc. seeks an Office Administrator to provide comprehensive administrative support to our office, shop and field operations. This role serves as the first point of contact for visitors and employees, ensuring smooth communication and coordination of HR and accounting tasks.

You will partner with internal teams to maintain a professional environment, manage mail, scheduling, equipment, events and vendor coordination, and support multiple locations as needed.

Qualifications

• High School Diploma required; Associate’s Degree preferred.
• Minimum 1 year of experience using Microsoft Office (Word and Excel).
• At least 1 year of relevant administrative experience.
• Strong communication and conflict resolution skills.
• Strong organizational skills and attention to detail.

Responsibilities

• Provide administrative support to all office personnel.
• Schedule meetings and coordinate catering as needed.
• Maintain and troubleshoot general office equipment and vendor calls.
• Plan and organize company events and manage supplies.
• Handle mail, calls, and greet visitors across locations.
• Coordinate hotel accommodations and manage facility vendors.

Skills

Communication

Customer service

Organization

Multitasking

Attention to detail

Conflict resolution

Education

High School Diploma

Associate’s Degree

Tools

Microsoft Word

Microsoft Excel

Job description

Job Summary

The Office Administrator provides comprehensive administrative support to both office, shop and field operations. This role serves as the first point of contact for visitors and employees, ensuring smooth communication, and coordination of HR and accounting related tasks. The position plays a key role in maintaining a professional and welcoming environment while supporting internal teams with a variety of operational needs.

Key Responsibilities

Office Administration

• Provide administrative support to all office personnel.
• Schedule internal and external meetings and coordinate catering as needed.
• Maintain and troubleshooting general office equipment, coordinate service calls when necessary.
• Plan and organize company events (e.g., annual holiday party) as approved by management.
• Order and manage office supplies; maintain cleanliness and organization of shared spaces (fax/copy room, kitchen).
• Handle all incoming and outgoing mail, including UPS shipments.
• Answer and direct incoming calls for all office locations.
• Greet and assist visitors, ensuring they are directed to the appropriate contact or location.
• Coordinate hotel accommodation for visiting employees and guests.
• Manage building cleaning and maintenance vendors.
• Order supplies for the production office and shop.
• Ensure all vehicles have current tags, insurance cards, fuel cards and maintenance.
• Handle sensitive and confidential information with discretion and professionalism.
• Perform all other duties as assigned.
• Solicit COI’s from corporate as needed for project compliance and/or contract execution.
• Ensure OSHA logs are posted in the facility to maintain compliance.

Accounting Support

• Generate daily service billings.
• Updates daily the "Bible" with any new work sold/projects that have been paid in full/end of month updates, change orders, etc.
• Update monthly billing sheet with all billings that have been sent out for that month.
• Stamp, code and approve all invoices and review with GM.
• Track all invoices related to service work and ensure they are billed.
• Fill out a service project tracker sheet and request job numbers on new jobs, enter all information into Computer Ease (AIA and cost code information).
• Create expense and mileage reports for office and field personnel.
• Collect weekly timesheets/ Make sure all timesheets have correct job names, numbers, codes and hours.
• Ensure accounts receivable are followed up weekly with updates to PM/GM.
• Review accounts payable, overhead, credit card statements and check logs with GM weekly/monthly.
• Ensure all field/shop personnel receipts are collected and audited for job costing/billing purposes.

Human Resources Support

• Assist HR with onboarding, benefits enrollment, and documentation collection.
• Ensure schedules and workspaces are ready for office staff starting on Day 1.
• Track PTO for eligible employees offline as a means to back-check against UKG data intermittently and at EOY.
• Execute termination paperwork for shop/field personnel and remove individual(s) from ‘active roster’.
• Assist employees with medical/insurance paperwork

Qualifications

• High School Diploma required; Associate’s Degree preferred.
• Minimum 1 year of experience using Microsoft Office (Word and Excel).
• At least 1 year of relevant administrative experience.
• Strong communication and conflict resolution skills.
• Demonstrated commitment to excellent internal and external customer service.Ability to manage multiple tasks under time constraints and shifting priorities.
• Strong organizational skills and attention to detail.

Pioneer Cladding and Glazing Inc. is an Equal Employment Opportunity Employer and E-Verify Compliant. We maintain a drug-free workplace.