Office Administrator

Extera Building Solutions; Walton Hills (OH); On-site; USD 40,000 - 54,000; Full time

Job summary

Extera Building Solutions is seeking an Administrative Coordinator / Front Office Assistant to support day-to-day operations in our growing organization. You will be the first point of contact for employees, clients, vendors, and visitors, ensuring a welcoming and organized office environment.

Join our team to coordinate front desk duties, scheduling, document handling, and office logistics in a fast-paced construction and operations setting.

Qualifications

• 2+ years of administrative, clerical, reception, or office support experience preferred.
• Strong communication and interpersonal skills.
• 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.
• 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.

Responsibilities

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

Skills

Strong communication

Interpersonal skills

Organizational skills

Multitasking

Confidentiality

Punctual

Adaptable

Service-minded

Team-oriented

Attention to detail

Tools

Microsoft Office

Outlook

Word

Excel

Teams

Job description

Career Opportunities with Extera Building Solutions

A great place to work.

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• 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

• 2+ years of administrative, clerical, reception, or office support experience preferred
• Strong communication and interpersonal skills
• 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
• 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