Administrative Assistant

Location: City of Rochester

Job Type

Full-time

Description

Position Summary

The Administrative Assistant is responsible for overseeing the day-to-day operations of the office environment while providing cross-functional administrative, facilities, and systems support to internal teams. This role ensures that offices operate efficiently, employees are supported with the tools and resources they need, and vendors, facilities, and office systems are effectively managed. In a fast-paced staffing environment, the Administrative Assistant serves as a central point of coordination across People Operations, Operations, and Production, supporting internal employees through onboarding, offboarding, events, and daily office needs.

Key Responsibilities Office Operations & Facilities Management

• Oversee daily office operations across multiple location, ensuring a professional, organized, and fully stocked work environment
• Manage office supply ordering, inventory tracking, and distribution (including groceries and shared supplies)
• Coordinate office services such as cleaning, maintenance, security systems, and building access
• Serve as the primary point of contact for office-related issues, repairs, and emergencies
• Maintain office seating plans, desk assignments, and workspace readiness
• Track and manage office keys, badges, fobs, and access cards

Front Desk, Communication & Mail Management

• Monitor and manage the main office phone line and shared inboxes
• Greet visitors, candidates, and vendors as needed
• Receive, distribute, and track incoming mail and packages
• Coordinate outgoing shipments and deliveries (UPS, Fed Ex, etc.)
• Maintain conference room scheduling, readiness, and supplies

IT, Devices & Systems Support (Light IT)

• Manage company device inventory, including laptops, phones, and any other leased equipment
• Coordinate device setup, swaps, returns, and shipping
• Wipe, reset, and reassign devices during onboarding and offboarding
• Maintain device and asset tracking spreadsheets
• Support basic troubleshooting and user access issues for internal systems
• Coordinate with external vendors for escalated IT issues
• Track and manage software access and licenses (e.g., Linked In, Zip Recruiter, Dice, Zoom Info, Bullhorn, Zoom Info, Zoom)
• Maintain standard checklists for device setup, returns, and loaner equipment

Onboarding & Offboarding Support

• Support internal employee onboarding by:
• Setting up devices (Microsoft 365, Apple Business, Jamf Pro)
• Adding employees to required software platforms per manager direction
• Coordinating building access, parking access, and desk setup
• Ordering business cards and office supplies
• Support internal employee offboarding by:
• Removing access from systems and software
• Collecting and documenting returned equipment
• Coordinating shipment of devices when necessary
  
  Updating internal tracking documentation

Vendor & Contract Management

• Serve as liaison with office-related vendors, including cleaners, security providers, maintenance vendors, and building management
• Maintain vendor contact lists, contracts, renewal dates, W-9s, and Certificates of Insurance (COIs)
• Request insurance certificates from brokers as needed
• Review vendor invoices for accuracy and submit for payment
• Assist with vendor comparisons, renewals, and cost-saving initiatives

Event Planning & Employee Engagement

• Plan and execute internal events, including holiday parties, team lunches, celebrations, and employee recognition initiatives
• Coordinate all aspects of events including venue selection, vendor communication, food, decorations, raffles, setup, and breakdown
• Manage company swag and promotional inventory
• Support People Operations with employee anniversary and recognition programs, including gift coordination

Ad Hoc & Cross-Functional Support

• Support recruiting and sales teams during periods of high internal activity
• Assist with office expansions, relocations, or new office setup
• Coordinate workspace needs for visiting employees or leadership
• Act as a liaison across People Operations, Accounting, and Production

Qualifications

• 2-5+ years of experience in office management, operations, or administrative support
• Experience in a staffing, recruiting, or fast-paced professional services environment preferred
• S…