Office Coordinator

4 weeks ago

Rochester, New York, United States SWBR Architecture, Engineering & Landscape Architecture, D.P.C. Full time
Job Summary

We are seeking a highly organized and detail-oriented Office Assistant to join our team at SWBR Architecture, Engineering & Landscape Architecture, D.P.C. in Rochester, NY.

Key Responsibilities
  • Greet clients, visitors, and guests, and direct/escort them to the appropriate location.
  • Answer and route incoming calls, and thoroughly disseminate telephone messages.
  • Receive and distribute daily postal mail and incoming courier packages.
  • Coordinate mailing of outgoing packages using web-based systems and maintain postage machine to ensure adequate postage.
  • Coordinate the distribution and return of plans and specifications sent out to bid, and return bid deposits when appropriate.
  • Coordinate conference room bookings and ensure the rooms are returned to an orderly fashion.
  • Assist with the coordination and implementation of company-wide events.
  • Maintain inventory of office supplies and order new materials as needed.
  • Work collaboratively within the administrative department on various tasks.
  • Maintain and update phone extension list and publish for employee use.
  • Update intranet calendar with upcoming events and employee vacation requests.
  • Update various databases as required, including clients, vendors, contacts, project history, etc.
  • Follow established filing management process for electronic and paper documents.
  • Back-up coordinator for weekly Vendor Product Sessions and all duties relative to these sessions, including lunch coordination and attendance tracking.
  • Update administrative procedures as needed.
  • Perform administrative duties as required, including typing, proofreading, copying, scanning, and filing.
  • Perform other ad hoc administrative duties as assigned.
Requirements
  • High school diploma required.
  • Minimum of five years of reception/administrative experience required.
  • Excellent verbal and written communication skills.
  • Positive internal and external customer service attitude.
  • Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) is essential.
  • Experience with collaboration platforms a must (Microsoft Teams, Zoom, Survey Monkey, etc.).
  • Aptitude to learn database and project management software.
  • Accurate typing skill, minimum 50 words per minute.
  • Excellent organizational and time management skills.
  • Ability to manage multiple tasks/projects simultaneously and complete work with minimal supervision and guidance.
  • Ability to keep sensitive information and materials confidential.
  • Must have a valid driver's license.
  • Individual must be organized, have strong verbal and written communication skills, and record-keeping abilities.
  • Position involves sitting, lifting to a maximum of 50 pounds, occasional carrying, pushing, pulling, and reaching.
  • Position involves daily repetitive motion.
  • Office setting with moderate to light noise.
Compensation

Office Assistant: $24.08 per hour

The above salary range represents a good faith range for incumbents of this position. Actual offers will be based on experience, education level, and demonstrated skills and will be at the discretion of the employer.

We actively support professional development, including steps towards licensure and/or related accreditations, as a benefit of employment. SWBR offers an outstanding compensation and benefits package and provides a creative environment. Applicants interested in joining a progressive, energetic, and family-friendly firm that rewards hard-working team players and offers unlimited growth potential in a multi-studio design setting should view our website at https://www.swbr.com/ to apply.

SWBR is an Affirmative Action/Equal Opportunity Employer. Veterans and Individuals with disabilities are encouraged to apply.

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