Administrative Assistant

Bernard Nickels & Associates; City of Rochester (NY); On-site; USD 38,000 - 52,000; Full time

Job summary

Bernard Nickels & Associates is seeking an organized Administrative Assistant to provide day-to-day administrative and office support at our Rochester location. You will serve as a primary contact for employees, visitors, vendors, and internal teams, helping ensure smooth office operations.

The ideal candidate is dependable, professional, and able to respond quickly to changing office needs, with experience in handling diverse tasks and strong communication skills.

Qualifications

• Experience as administrative assistant, office coordinator, receptionist or similar preferred.
• Strong customer service and communication skills.
• Excellent organizational skills and attention to detail.
• Ability to prioritize multiple requests and adapt to changing needs.
• Must be comfortable onsite in Rochester 5 days per week.

Responsibilities

• Provide general administrative and office support, including mail, phones, greeting visitors, printing requests, and day-to-day tasks.
• Serve as primary point of contact for employees and visitors, coordinating requests.
• Manage office supplies, equipment, and kitchen/pantry items.
• Assist with facility and housekeeping requests and light office upkeep.
• Provide basic troubleshooting for conference room and A/V equipment.
• Support meetings and events, including room setup and vendor coordination.

Skills

Communication

Customer service

Organization

multitasking

Onsite collaboration

Tools

Office technology

A/V systems

Job description

Contract Duration: September 21, 2026 – January 8, 2027

Position Overview

We are seeking an organized and service-oriented Administrative Assistant to provide day-to-day administrative and office support for a busy Rochester location. This role will help ensure smooth office operations while serving as a primary point of contact for employees, visitors, vendors, and internal teams.

The ideal candidate is dependable, professional, comfortable handling a variety of responsibilities, and able to quickly respond to changing office needs.

Key Responsibilities

• Provide general administrative and office support, including processing and distributing mail, answering phones, greeting visitors, coordinating printing requests, and assisting with other day-to-day tasks.
• Serve as a primary point of contact for employees and visitors, helping resolve or coordinate office-related requests.
• Manage office supplies, equipment, kitchen/pantry items, and other workplace resources.
• Assist with facility and housekeeping requests and perform light office upkeep and non-janitorial cleaning activities as needed.
• Provide basic troubleshooting and coordination for conference room and A/V equipment.
• Support meetings and events, including room setup, vendor coordination, last-minute logistical needs, and day-of execution.
• Communicate with vendors and provide direction when adjustments are needed during meetings or events.
• Manage meeting and workspace reservations to maximize office space utilization.
• Address scheduling or space conflicts and work with employees to identify appropriate solutions.
• Support additional administrative and office-service needs as assigned.

Qualifications

• Previous administrative assistant, office coordinator, receptionist, workplace services, or similar experience preferred.
• Strong customer service and communication skills.
• Excellent organizational skills and attention to detail.
• Ability to prioritize multiple requests and adapt to changing needs.
• Comfortable interacting with employees, visitors, vendors, and leadership.
• Basic experience with office technology, conference room equipment, and A/V systems is preferred.
• Must be comfortable working onsite in Rochester 5 days per week.