Job Description

Job Location 9911 Shelbyville Rd - Suite 200 - Louisville, KY 40223 Position Type Full Time Education Level 2 Year Degree Job Shift Any

Extell Financial Services

About Us:

Extell Financial Services, Inc. (EFS) provides financial accounting & reporting, information technology, operations, and human resource services exclusively for Extell Development Company and its affiliates. Extell Development Company is a nationally acclaimed real estate developer of luxury residential, office, retail, and hospitality properties. EFS is proud to be recognized as one of the Best Places to Work in Kentucky and one of Louisville’s fastest-growing businesses.

We are seeking a highly experienced, proactive, and dependable Office Administrator to join our team. While you will sit at the front desk and are the face of the company to visitors and vendors, this is not the typical front desk role. You will manage workflows, optimize processes, and ensure operational excellence across multiple touchpoints. If you are proactive, detail-oriented, and thrive on taking ownership, this is your opportunity to make a significant impact.

Key Responsibilities:

• Front Desk & Visitor Management Warmly greet and direct visitors and clients; answer, screen and forward incoming calls on multi-line systems; manage visitor logs
• Office Readiness Leadership: Develop and maintain standards for office presentation, ensuring all common areas, conference rooms, and kitchen facilities meet company expectations.
• Vendor & Service Coordination: Act as the primary liaison with FedEx, postal services, and other vendors to resolve delivery issues promptly and maintain strong service relationships.
• Process Oversight: Implement and monitor systems for mail distribution, invoice routing, and check logging to ensure accuracy and compliance.
• Inventory & Resource Management: Oversee procurement and replenishment of office supplies, including managing budgets for kitchen, printing, and administrative resources.
• Operational Reporting: Maintain detailed logs for FedEx tracking, cash receipts, and other operational metrics; provide regular updates to senior management.
• Team Support & Training: Serve as a resource for administrative staff, providing guidance on best practices and ensuring adherence to company protocols.
• Continuous Improvement: Identify opportunities to streamline processes and enhance service delivery across all office operations.
• Special Projects: May include compliance and security, such as shredding protocols and document retention; and vendor performance, such as evaluating service providers and providing feedback on areas of improvement.

Qualifications

Qualifications:

• Associate’s degree strongly preferred, high school diploma or equivalent required.
• 5+ years of experience in an office coordination or administrative support role.
• Strong sense of responsibility and ability to take initiative.
• Professional demeanor, excellent communication skills (verbal & written).
• Excellent organizational and problem-solving skills.
• Tech-savvy with Microsoft Office and other technology.
• Strong communication skills for vendor and internal coordination.
• Ability to plan and execute events with attention to detail and creativity.
• Ability to work independently and prioritize tasks effectively.

Work Environment:

Fully in-office position (Monday - Friday 8:00am – 5:00pm) with standard equipment and minimal noise.

Compensation & Benefits:

Extell Financial Services, Inc. offers competitive pay and benefits; and opportunities for professional growth and advancement to include:

• Medical, Dental, and Vision Insurance
• Life and AD&D Insurance
• Short- and Long-Term Disability
• 401(k)
• Paid Time Off
• Paid Holidays
• Employee Assistance Program

*Equal Opportunity Employer