Office Assistant

SWBR Architecture, Engineering & Landscape Architecture, D.P.C.•Rochester, NY

10d•$45,213 - $51,754•Onsite

About The Position

SWBR is seeking an Office Assistant to ensure a welcoming office experience, provide dependable administrative support, and help their teams stay connected and prepared. This role supports front desk activity, office resources, firmwide events, meeting logistics, facilities coordination, and project-related information. The Office Assistant will help daily operations run smoothly across the firm through clear communication, practical support, and dependable follow-through.

Requirements

A high school diploma.
At least five years of reception or administrative experience.
Clear verbal and written communication skills and a responsive internal and external service approach.
Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
Accurate typing ability of at least 50 words per minute.
Strong organization, time management, record-keeping, and administrative skills, including the ability to manage multiple priorities with minimal supervision.
The judgment and discretion needed to maintain confidentiality and provide clear, reliable follow-through.

Nice To Haves

Experience with Microsoft Planner.
Experience with Teams, Zoom, SurveyMonkey, and database or project management software.
Ability to learn new systems.

Responsibilities

Prepare clear, accurate correspondence, forms, reports, and administrative materials.
Maintain current phone extension lists, office resources, administrative procedures, and reference materials.
Keep client, vendor, contact, and project history information accurate in firm databases.
Welcome clients, visitors, and guests and connect them to the right people, spaces, and resources.
Answer, route, and document incoming calls and messages promptly.
Receive, sort, and distribute mail and courier packages accurately.
Coordinate outgoing shipments, maintain postage equipment, and support the distribution and return of plans, specifications, bid documents, and bid deposits.
Follow established records management practices for electronic and paper documents.
Coordinate conference room scheduling and help maintain organized, ready-to-use meeting spaces.
Partner with administrative team members and firm leaders to plan and implement company-wide events and activities.
Support virtual and in-person meetings by coordinating logistics.
Provide backup support across administrative functions.
Build proficiency in administrative systems, office technologies, and business processes.
Participate in cross-training to expand shared knowledge and departmental flexibility.
Expand knowledge of database management, project information systems, and administrative best practices.
Identify practical opportunities to improve consistency, efficiency, and the employee experience within administrative workflows.
Serve as the lead coordinator for Vendor Product Sessions by maintaining the master schedule, coordinating lunches, tracking attendance and educational credits, and partnering with the QAQC Action Group to screen vendors.
Coordinate facilities-related needs, including building concerns, cleaning, maintenance, parking, and cafe vendor communication.
Help set the tone for a welcoming, organized, and professional office environment.
Provide informal coordination and reliable follow-through within areas of responsibility.
Demonstrate initiative, accountability, and clear communication when supporting office operations and administrative services.
Manage multiple priorities with accuracy, organization, and attention to detail.
Maintain the confidentiality of sensitive information, documents, and conversations.
Provide responsive, professional internal and external service.
Complete assigned work with dependable follow-through while maintaining firm standards, expectations, and quality practices.
Perform miscellaneous duties as assigned.