Administrative Assistant

FTS BUSINESS CONSULTANTS INC • City of Rochester, NY

1d

About The Position

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.

Requirements

• 2–5+ years of experience in office management, operations, or administrative support
• Strong organizational skills with the ability to manage competing priorities
• High attention to detail and follow-through
• Comfortable supporting technology, devices, and software platforms
• Strong communication and interpersonal skills
• Ability to handle sensitive information with discretion
• Proficiency in Microsoft Office and administrative systems

Nice To Haves

• Experience in a staffing, recruiting, or fast-paced professional services environment preferred

Responsibilities

• 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
• Monitor and manage the main office phone line and shared inboxes (Nicoletta’s inbox)
• Greet visitors, candidates, and vendors as needed
• Receive, distribute, and track incoming mail and packages
• Coordinate outgoing shipments and deliveries (UPS, FedEx, etc.)
• Maintain conference room scheduling, readiness, and supplies
• 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., LinkedIn, ZipRecruiter, Dice, ZoomInfo, Bullhorn, ZoomInfo, Zoom)
• Maintain standard checklists for device setup, returns, and loaner equipment
• 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
• Removing access from systems and software
• Collecting and documenting returned equipment
• Coordinating shipment of devices when necessary
• Updating internal tracking documentation
• 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
• 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
• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed