Office Administration Specialist (Bilingual - English/Spanish)

Job Description

Location: Gahanna, OH

Schedule: Full-Time (Hybrid field + office)

Employment Type: Contractor (move to W2 in near future)

Pay: Competitive / Based on experience

Bilingual Preferred (English/Spanish)

ABOUT US

We are a fast-growing field operations and labor services company serving the construction sectors across the state of Ohio. Our field teams move fast, our clients expect accuracy, and our internal operations depend on organization, structure, and consistent follow-through. We are not a slow-paced administrative office. We are an operations-driven business where clarity, discipline, and accountability matter every single day.

POSITION SUMMARY

The Office Administration Specialist is the central administrative force that holds the back-of-house operations together. This role keeps the administrative side of the business running smoothly, organized, and fully aligned with the owner’s direction. You will serve as the unifying link across all core administrative lanes — ensuring information flows clearly, action items are tracked, and the office environment remains structured, efficient, and ready to support day-to-day operations.

This role spans all major administrative functions, including HR support, vendor coordination, scheduling assistance, compliance tracking, supply management, office organization, and the maintenance of accurate documentation and internal workflows. You are the person who ensures nothing falls through the cracks — the one who keeps the different administrative segments (finance, legal coordination, general office operations, HR support, scheduling, and documentation) aligned with the same goals, timelines, and expectations.

This is a hands-on role for someone who is naturally organized, highly tech-savvy, and capable of managing multiple workflows simultaneously. The ideal candidate is self-sufficient, takes initiative without needing constant direction, and thrives when given a set of priorities to run with independently. A project-management mindset — meaning you can break down work, keep tasks on track, follow timelines, and see processes through from start to finish — is essential. An operations mindset is also important: you should understand how systems, people, and processes connect across the business.

You will help ensure all three Polanko offices remain organized, supplied, and fully functional by maintaining structure, order, and readiness. In addition to general administrative tasks, you will support key HR-related functions such as recruiting coordination, onboarding and offboarding, maintaining accurate and updated personnel files, and assisting with training and development documentation as the company continues to grow.

This role requires a calm, steady, detail-focused individual who enjoys being the operational backbone behind the scenes. If you take pride in being reliable, resourceful, self-motivated, and the person who keeps every moving part aligned, this position will be an excellent fit.

KEY RESPONSIBILITIES

Administrative Operations

Maintain organized office systems, digital files, and physical documentation

Track daily, weekly, and monthly action items for internal teams and external partners

Support purchasing, supply management, and vendor coordination

Maintain logs, checklists, and compliance documentation

Assist leadership with administrative projects and operational tasks

Monitor and update internal technologies, software tools, and office systems

HR Support Functions

Coordinate recruiting activities (candidate communication, scheduling, follow-up)

Support onboarding and offboarding processes (paperwork, digital files, checklists)

Maintain accurate personnel files and compliance documentation

Assist with training and development materials as the company grows

Help manage documentation related to attendance, write-ups, or personnel changes as directed

Operations Support

Assist with scheduling coordination and timekeeping reviews

Track equipment assignments, office inventory, and supply levels

Ensure all three offices remain organized, supplied, and operationally ready

Support leadership with communication between administrative teams and field operations

Maintain structure and readiness across all administrative workflows

WHAT SUCCESS LOOKS LIKE

The right person for this role will:

Keep administrative systems organized, up to date, and easy to navigate

Maintain clean, accurate, timely documentation

Follow direction clearly and take initiative to complete tasks independently

Anticipate needs and maintain office readiness

Support HR, operations, and administrative functions without being micromanaged

Communicate clearly, professionally, and calmly

Serve as a steady, grounding presence in the office

Bring order, structure, and alignment to a fast-paced environment

PERSONALITY & WORK-STYLE FIT

We’re looking for someone who is:

calm, steady, and grounded

reliable and consistent

organized and detail-oriented

proactive and self-motivated

respectful and professional

mature and able to handle fast-paced environments

comfortable with structure, systems, and deadlines

drama-free, ego-free, and solution-focused

If you take pride in being the backbone of a busy office — the person who keeps everything running smoothly — you will excel in this role.

Hybrid remote