Office Manager

Long term opportunity

$30 to $35 per hour

We are seeking an organized, proactive, and experienced Office Manager to support the daily operations of a professional office in Rochester, NY.

This position is ideal for someone who thrives in a fast-paced environment, enjoys coordinating people and projects, and takes pride in creating an organized, welcoming, and engaging workplace. The Department Coordinator will oversee office operations, facilities coordination, administrative support, employee engagement, events, vendor relationships, and special projects.

The successful candidate will be approachable, resourceful, highly organized, and comfortable working independently while collaborating with employees and leaders across multiple departments.

• Help foster a positive, connected, and welcoming office culture.
• Develop engaging office communications, activities, recognition initiatives, and employee experiences.
• Partner with office leaders and employees to identify relevant events, themes, and opportunities that strengthen employee engagement.
• Create content for announcements, digital signage, event promotions, recognition messages, and other internal communications.

• Coordinate daily office operations to maintain an organized, efficient, and professional workplace.
• Order and manage office supplies and equipment.
• Coordinate mail, postage, shipping, and receiving services.
• Support visitor access and arrivals.
• Schedule and prepare conference rooms for meetings and office activities.
• Coordinate office equipment maintenance and related services.

• Serve as a primary point of contact for landlords, building management, and external vendors.
• Schedule and oversee maintenance and service visits.
• Coordinate the resolution of HVAC, plumbing, janitorial, security, painting, construction, and other facility needs.
• Review and process vendor invoices and payments.
• Partner with internal stakeholders to ensure facility issues are resolved promptly.

• Provide high-level administrative support to senior executives and other employees.
• Manage calendars and coordinate meetings.
• Assist with travel arrangements and other administrative needs.
• Provide support to colleagues and teams in other office locations as needed.

• Develop and distribute timely, visually engaging office communications.
• Plan and coordinate team-building activities, meetings, conferences, and office events.
• Coordinate catering, room setup, event communications, and technical support.
• Ensure employees receive timely operational, event, weather, and other office-related updates.

• Maintain organized office files, records, and documentation.
• Ensure records are accurate, current, and readily accessible.
• Assist with special projects and coordinate activities across departments.
• Track project milestones and help ensure deadlines are met.
• Monitor office-related budgets and expenditures.
• Coordinate purchasing of office supplies and services.
• Negotiate with vendors and suppliers when appropriate to obtain cost-effective solutions.
• Coordinate new vendor setup and ongoing invoice and receipt processing.

• Coordinate recruitment and onboarding activities for contractors working through staffing agencies.
• Facilitate new-hire orientation and required training.
• Coordinate security access, phones, equipment, and other onboarding requirements.
• Collect, validate, and maintain required new-hire documentation.

• Support implementation of office safety and security procedures.
• Ensure office operations follow applicable organizational policies and procedures.
• Stay informed about…