Front Desk Coordinator

Fred Olivieri Construction Company is a trusted, family-owned, general contractor and construction manager based in North Canton, OH. Our work spans three specialized divisions—retail, restaurant, and commercial—and we are licensed to operate in 38 states across the country. Since our founding in 1959, we’ve upheld our commitment to building at a higher standard, a promise reflected in the long‑standing relationships and repeat business of our valued clients.

About the Role:

The Front Desk Coordinator is the first point of contact for clients, visitors and other guests of Fred Olivieri Construction Company, and is responsible for providing clerical support to the estimating team. Duties include, but are not limited to, data entry, routing incoming calls, sorting and distributing mail, clerical tasks for estimating, maintaining bid files, as well as providing support across various departments.

Duties/Responsibilities:

Administrative/Front Desk

• Greet clients, visitors, and guests in a professional and positive manner
• Answer the phone in a timely manner and direct calls to the appropriate person
• Receive mail, documents, packages, and courier deliveries and distribute to appropriate person
• Prepare and send out all packages and letters
• Maintain reports related to current projects and bids
• Update office contact lists and distribute to office personnel
• Maintain conference room schedules
• Ensure office equipment is working properly and call for maintenance as needed
• Maintain inventory of kitchen and office supplies
• Ensure the common areas are clean and orderly at all times
• Perform administrative and clerical support tasks including, but not limited to, scanning documentation, preparing forms, and completing registrations

Estimating

• Assign and set up new estimate numbers and project files (digital and physical)
• Create, compile, and manage digital bid folders and all related documentation
• Download, distribute, and organize plans, specifications, and addenda
• Maintain bid calendars, deadlines, and tracking logs
• Coordinate subcontractor and vendor outreach, bid invitations, and follow-ups
• Monitor and update subcontractor participation and bid status in estimating platforms
• Maintain and update subcontractor database, including contact details, qualifications, bid history, and cost tracking
• Track bid outcomes and maintain records for awarded and unawarded projects
• Prepare and distribute routine reports (daily, weekly, monthly, annual)
• Distribute, collect, and track subcontractor qualification forms and reviews, ensuring proper documentation storage
• Manage subcontractor qualification forms, including distribution, collection, tracking, and filing
• Assist with bid form completion and submission when required
• Compile, print, and organize bid packages for estimator review
• Assist with printing plans, organizing physical files, and general estimating support tasks

Required Skills/Abilities:

• Strong verbal and written communication skills
• Excellent interpersonal and customer service skills
• Basic understanding of administrative and clerical procedures and systems
• Excellent organizational skills and attention to detail
• Ability to manage multiple deadlines and priorities
• High proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint) and PDF editing tools (Adobe)
• Ability to be flexible and adapt to changing priorities

Education and Experience:

• High school diploma or equivalent
• 1-3 years of administrative experience, preferably in construction or a related field

Preferred Qualifications:

• Experience in a construction, engineering, or estimating environment
• Basic understanding of construction terminology and processes
• Experience with estimating or construction management software

Work Environment and Physical Demands:

• Professional office environment with frequent interaction with staff and visitors
• Frequent use of office equipment, including computers, telephones, photocopiers, filing systems, and mailing equipment, as part of daily operations
• Prolonged periods of sitting and computer usage
• Ability to lift up to 15 pounds to handle files, packages, and plan sets as needed

Work Schedule:

• Standard office hours – Monday through Friday. Schedule is flexible around core business hours of 7:00am – 5:00pm.  

Travel:

• None

Benefits:

• Medical
• Dental
• Vision
• Short Term and Long Term Disability
• Voluntary Life Insurance
• 401K
• Paid Time Off (PTO)
• Paid Holidays

Note: Fred Olivieri Construction Company participates in the Ohio Bureau of Workers' Compensation Drug Free Safety Program. In compliance with this program, the company conducts pre-employment background checks and drug screens for all positions. This company is an E-Verify and equal opportunity employer. In exchange for your talents, we offer competitive compensation and benefits.