Receptionist - Office Administrator

Shook Construction; Brecksville (OH); On-site; USD 34,000 - 52,000; Full time

Job summary

Shook Construction is seeking a diligent administrative professional in the United States to provide clerical support across the reception, mail, and office services. You will welcome visitors, manage the front desk, and assist with onboarding and IT coordination for new hires.

The role also involves coordinating travel, office events, and regional office activities, ensuring smooth day-to-day operations in a construction environment.

Qualifications

• High school diploma or equivalent.
• 1-3 years administrative experience.
• Proficiency in Microsoft Office.
• Familiarity with construction management software is helpful.

Responsibilities

• Welcome visitors; answer or direct inquiries.
• Maintain organization and appearance of reception area, conference rooms, and general office space; including watering interior office plants.
• Coordinate and manage mail services deliveries including packages and letters to designated individuals.
• Assist IT and HR when a new hire is onboarded to ensure IT equipment is provided, orientation on first day and paperwork completion.
• Coordinate with regional leadership to plan general office community service events.

Skills

Administrative support

Microsoft Office

Customer service

Communication

Education

High school diploma or equivalent

Tools

Microsoft Office

Viewpoint

Job description

Job Purpose

Performs standard secretarial/clerical duties requiring general experience, skill, and knowledge of organization policies and practices as needed by others. Receives and directs visitors and resolves routine inquiries. Answers and relays telephone calls or takes messages.

• Welcome visitors; answer or direct inquiries.
• Maintain organization and appearance of reception area, conference rooms, and general office space; including watering interior office plants.
• Coordinate and manage mail services deliveries including packages and letters to designated individuals.
• Maintain organization of the kitchen space including loading and unloading the dishwasher/drying rack, cleaning out the refrigerator, cleaning the microwave, etc.
• Ordering breakfast/lunch, as requested – setup and cleanup as needed.
• Complete regular inventories of the following and re-order as needed:
• Office supplies such as paper, pens, staplers, IT equipment, etc.
• Water, coffee, soft drinks and snacks.
• Kitchen supplies such as paper products, plasticware, napkins, paper towels, tissues, etc.
• Coordinate travel arrangements, as requested.
• Work with landlord or building services to report maintenance issues in leased office space.
• Assist IT and HR when a new hire is onboarded to ensure that IT equipment is provided, initiate orientation on new hires first day and ensure new hire paperwork is available and completed.
• Order flowers, as requested.
• Complete expense reports for senior leadership, as requested.
• Coordinate with regional leadership to plan general office community service events.
• Assists with other related clerical duties such as photocopying, faxing, filing, and collating.
• Answer the phone.
• Take the lead in coordinating the region-wide summer picnic and holiday party.
• Set up and clean up office décor seasonally and for major holidays.
• Empty recycling containers, as needed.
• Periodically coordinate with safety department to ensure adequate safety equipment is available.
• In coordination with the regional manager, plan and support regular company social events to foster culture and team building.
• Plan and coordinate job site tours, as needed.
• Ensure office/cubicle is cleaned out when permanent areas are vacated.
• If your regional office has an off-site storage facility for office equipment only (not job or construction specific equipment), maintain the inventory list and access to that facility.

Essential Duties

• Welcome visitors; answer or direct inquiries.
• Maintain organization and appearance of reception area, conference rooms, and general office space; including watering interior office plants.
• Coordinate and manage mail services deliveries including packages and letters to designated individuals.
• Maintain organization of the kitchen space including loading and unloading the dishwasher/drying rack, cleaning out the refrigerator, cleaning the microwave, etc.
• Ordering breakfast/lunch, as requested – setup and cleanup as needed.
• Complete regular inventories of the following and re-order as needed:
• Office supplies such as paper, pens, staplers, IT equipment, etc.
• Water, coffee, soft drinks and snacks.
• Kitchen supplies such as paper products, plasticware, napkins, paper towels, tissues, etc.
• Coordinate travel arrangements, as requested.
• Work with landlord or building services to report maintenance issues in leased office space.
• Assist IT and HR when a new hire is onboarded to ensure that IT equipment is provided, initiate orientation on new hires first day and ensure new hire paperwork is available and completed.
• Order flowers, as requested.
• Complete expense reports for senior leadership, as requested.
• Coordinate with regional leadership to plan general office community service events.
• Assists with other related clerical duties such as photocopying, faxing, filing, and collating.
• Answer the phone.
• Take the lead in coordinating the region-wide summer picnic and holiday party.
• Set up and clean up office décor seasonally and for major holidays.
• Empty recycling containers, as needed.
• Periodically coordinate with safety department to ensure adequate safety equipment is available.
• In coordination with the regional manager, plan and support regular company social events to foster culture and team building.
• Plan and coordinate job site tours, as needed.
• Ensure office/cubicle is cleaned out when permanent areas are vacated.
• If your regional office has an off-site storage facility for office equipment only (not job or construction specific equipment), maintain the inventory list and access to that facility.

This Job description is not all-inclusive. Other duties and responsibilities may be assigned from time to time and this job description may be revised with or without notice.

Reporting Relationships

The position reports to the Project Support Manager. The position reports indirectly to local office leadership (Executive(s), Regional Manager(s) and Director(s)).

Competencies

• Must have a professional appearance.
• Positive attitude.
• Attention to detail.
• Excellent oral, written, and interpersonal communication skills.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential function.

Education and Experience

• High school diploma or equivalent experience.
• 1-3 years of administrative experience.

Language Skills

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills

• Microsoft Office including Word, Excel, PowerPoint, and Outlook
• Construction Management Software is helpful, Viewpoint is preferred.

Certificates, Licenses and Registrations

Valid driver's license with a clean driving record. Motor Vehicle report required.

Physical Demands

Occasionally must stand, walk, sit, reach with your hands and arms, and climb and balance. Must be able to talk, hear, taste, and smell and use hands to finger, handle and feel. Seldom may have to stoop, crouch, or crawl. May need to occasionally lift up to 10 lbs. The following are the vision requirements for the job: physical, close, distance, color, peripheral, depth perception, and ability to adjust focus.

Work Environment

The noise level in the work environment is usually quiet.