Office Administrator

Extera Building Solutions; Walton Hills (OH); On-site; USD 32,000 - 42,000; Full time

Job summary

Extera Building Solutions is seeking a professional Administrative Coordinator / Front Office Assistant to support day-to-day operations across our growing organization. The role serves as the first point of contact for employees, clients, vendors, and visitors in a fast-paced construction environment.

Responsibilities include front desk duties, calendar and meeting support, document handling, and office coordination.

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.

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 with administrative projects and data entry.
• Assist with meeting notes and calendar management.
• 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

Communication skills

Organizational skills

Multitasking

Confidentiality

Punctuality

Team player

Adaptable

Customer service

Tools

Microsoft Office

Job description

Career Opportunities with Extera Building Solutions

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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 materialsAssist 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