Polanko Cleaning Solutions Is Hiring An Office Administration Specialist

Looking to join a dynamic, fast-paced field operations company dedicated to construction services in Ohio? We are seeking a highly organized and proactive Office Administration Specialist to keep our administrative functions running seamlessly and support our growing team! 🚧✨

About Us

We are a rapidly expanding field operations and labor services company serving the construction sector across Ohio. Our teams move quickly, our clients rely on precision, and our internal operations thrive on organization, clarity, and accountability. We are not your average administrative office — we are a business driven by operations, where discipline and structure are integral to our daily success.

Position Summary

The Office Administration Specialist acts as the central hub that keeps our back-of-house operations functioning efficiently. This role ensures the business operates smoothly, stays organized, and aligns with the owner's vision. You will be the unifying link across core administrative areas—facilitating clear information flow, tracking action items, and maintaining a structured, prepared office environment.

This role covers vital administrative functions including:

• HR support
• Vendor coordination
• Scheduling assistance
• Compliance tracking
• Supply management
• Office organization
• Documentation and workflow maintenance

You will be the reliable person who ensures nothing slips through the cracks—keeping finance, legal, HR, scheduling, and documentation aligned with shared goals, timelines, and expectations.

Ideal Candidate Profile

This is a hands-on position suited for someone who is:

• Highly organized and tech-savvy 💻
• Self-sufficient, able to take initiative and work independently 🚀
• Skilled in project management — breaking down tasks, tracking timelines, and completing processes 📅
• Understanding of systems, people, and process connections across a business ⚙️

You will support all three Polanko offices in maintaining order, supplies, and operational readiness. Key responsibilities also include assisting with HR functions such as recruiting, onboarding, offboarding, and personnel file management, along with supporting training as the company expands.

The ideal candidate is a calm, reliable individual who enjoys being the operational backbone and takes pride in keeping everything running smoothly. If you’re resourceful, dependable, and detail-focused, this could be your perfect fit! 💪

Key Responsibilities

Administrative Operations

• Maintain organized office systems, digital files, and physical documentation
• Track daily, weekly, and monthly action items for teams and partners
• Support purchasing, supply management, and vendor coordination
• Keep logs, checklists, and compliance documentation up to date
• Assist leadership with administrative projects and operational tasks
• Update and monitor internal systems and software tools

HR Support Functions

• Coordinate recruiting efforts (candidate communication, scheduling, follow-up)
• Facilitate onboarding and offboarding processes (paperwork, digital files, checklists)
• Maintain accurate personnel files and compliance documentation
• Assist with training and development documentation as growth continues
• Manage documentation related to attendance, disciplinary actions, or personnel changes

Operations Support

• Assist with scheduling coordination and timekeeping reviews
• Track equipment assignments, office inventory, and supplies
• Ensure all offices remain organized, stocked, and operationally ready
• Support communication between administrative teams and field operations
• Maintain structure and readiness across administrative workflows

What Success Looks Like

• Keeping administrative systems organized, current, and user-friendly 🗂️
• Ensuring accurate, timely documentation
• Following directions precisely and taking independent initiative
• Anticipating needs and maintaining office readiness
• Providing support to HR, operations, and admin functions without micromanagement
• Communicating professionally, clearly, and calmly 🗣️
• Serving as a steady, dependable presence in the office
• Bringing order, structure, and alignment to a fast-paced environment 🚦

Personality & Work-Style Fit

We are seeking someone who embodies the following qualities:

• Calm, steady, and grounded
• Reliable and consistent
• Organized and detail-oriented
• Proactive and self-motivated
• Respectful and professional
• Mature, able to thrive in a fast-paced environment
• Comfortable with structure, systems, and deadlines
• Drama-free, ego-free, and solution-focused