Office Support Specialist

Location: City of Rochester

C.M. Armitage, Inc. is seeking a dependable, organized, and customer-focused Customer Service Administrative Assistant to support daily office operations and serve as the first point of contact for customers, employees, vendors, and visitors.

This position is responsible for answering and routing incoming calls, creating and maintaining customer records, supporting scheduling and follow-up activities, assisting company leadership with administrative tasks, and helping departments stay organized and efficient. The ideal candidate is professional, detail-oriented, and capable of managing multiple priorities while providing excellent customer service.

Essential Responsibilities Answer, screen, and route incoming telephone calls.

Gather information from callers and direct inquiries to the appropriate department.

Identify urgent customer, employee, or vendor issues and notify the appropriate personnel.

Take accurate messages and ensure timely follow-up.

Greet customers, visitors, vendors, and applicants in a professional manner.

Create and maintain customer records within company software systems.

Enter new customer information accurately and update existing customer records as needed.

Assist with customer onboarding, service requests, and account setup.

Schedule meetings, interviews, appointments, and training sessions.

Maintain calendars, reminders, and follow-up task lists.

Assist with maintaining company deadlines, renewals, reminders, and administrative follow-up items.

Prepare correspondence, forms, meeting materials, folders, and presentation packets.

Scan, copy, upload, file, and organize company documents and records.

Maintain spreadsheets, tracking logs, contact lists, and administrative reports.

Assist with applicant communications and interview scheduling.

Track training records, certifications, licenses, and expiration dates.

Collect and organize routine paperwork from departments and field personnel.

Follow up on missing documents, forms, and administrative requests.

Assist with office supply inventory and ordering.

Support department managers with administrative projects and special assignments.

Maintain organized office systems and filing structures.

Perform other administrative and office support duties as assigned.

Qualifications High School Diploma or equivalent required.

Previous administrative, office support, customer service, or receptionist experience preferred.

Strong customer service and communication skills.

Proficiency with Microsoft Outlook, Word, Excel, and Teams.

Excellent organizational skills and attention to detail.

Ability to manage multiple priorities in a fast-paced environment.

Professional phone etiquette and interpersonal skills.

Dependable, self-motivated, and team-oriented.

Ability to maintain confidentiality and exercise sound judgment.

Why Join C.M. Armitage?

Stable, full-time position

Family-oriented team environment

Opportunity to work closely with company leadership

Variety of responsibilities and opportunities for growth

Make a meaningful impact on daily operation