Administrative Assistant

Transcat•Rochester, NY

21d•Onsite

About The Position

The Administrative Assistant supports the day-to-day operations of the office by providing administrative, organizational, and employee support services. This role serves as a key resource for maintaining an efficient, professional, and welcoming workplace environment. Responsibilities include front desk support, office coordination, administrative assistance, meeting and event logistics, and general office operations. The ideal candidate is highly organized, service-oriented, and able to manage multiple priorities while delivering a positive experience for employees, visitors, and business partners.

Requirements

Strong organizational and time management skills with the ability to prioritize multiple tasks.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel.
Strong customer service orientation and professional interpersonal skills.
High school diploma or equivalent required.
2+ Previous experience in an administrative, office support, coordinator, or receptionist-related role.

Nice To Haves

Experience supporting a fast-paced corporate office environment.
Ability to work independently while collaborating effectively with cross-functional teams.
Strong attention to detail and problem-solving skills.
Proactive mindset with the ability to anticipate needs and take initiative.
Associate's or bachelor's degree preferred.

Responsibilities

Provide general administrative support to departments and team members as needed.
Perform data entry, filing, document management, and records maintenance.
Prepare, format, and distribute correspondence, reports, and other business documents.
Handle incoming and outgoing mail, packages, and deliveries.
Provide backup support for the Executive Assistant as required.
This position may also perform other administrative, operational, and office support duties as assigned to support evolving business needs and organizational priorities.
Maintain a professional, organized, and efficient office environment.
Monitor inventory levels and coordinate ordering and replenishment of office supplies.
Assist with the maintenance and coordination of office equipment, including printers, copiers, and other shared resources.
Coordinate with external vendors and service providers to support office operations.
Provide administrative and coordination support to the Rochester Facilities team, including assisting with facility-related requests, workspace readiness, office moves, vendor scheduling, and general workplace initiatives.
Schedule and coordinate meetings and conference room reservations.
Assist with meeting logistics, including room setup and preparation of materials.
Support employee events, office activities, and company initiatives.
Coordinate company swag inventory and distribution in partnership with the Marketing team.
Serve as a welcoming point of contact for employees, visitors, candidates, and business partners.
Respond to general inquiries and direct requests to the appropriate resources.
Support onboarding activities, including workspace preparation and coordination of new hire materials.
Help foster positive and professional workplace experience.