Front Office Administrator

AP Rochester; City of Rochester (NY); On-site; USD 42,000 - 52,000; Full time

Job summary

AP Rochester is seeking a Front Office Administrator to be the welcoming face of our clients' organization and to provide administrative support to staff. The role suits a polished professional who enjoys a customer-facing environment and takes pride in staying organized and providing exceptional service.

The position involves front-desk duties, visitor management, meetings logistics, and overall site coordination.

Qualifications

• Three or more years of receptionist, site administration, office coordination, administrative-support experience.
• Strong interpersonal, written, and verbal communication skills.
• A professional, welcoming, and service-oriented approach when working with employees, customers, visitors, vendors, and other stakeholders.
• Strong organizational and multitasking ability, with consistent attention to detail and follow-through.
• Ability to manage routine priorities in a busy front-office environment while responding calmly to changing needs.
• Proficiency with Microsoft Outlook, Word, Excel, Teams, calendar-management, and standard office technology.
• Ability to handle confidential information with discretion, maturity, and sound judgment.
• Ability to follow established procedures related to visitor access, security, safety, records, and export compliance.

Responsibilities

• Serve as the primary front-desk contact for visitors, customers, vendors, candidates, and employees; provide a professional, courteous, and helpful experience.
• Answer, screen, and direct incoming telephone calls and routine inquiries to the appropriate personnel.
• Maintain a clean, welcoming, organized, and professional reception area.
• Help maintain the appearance, organization, and readiness of conference rooms, break rooms, refrigerators, copier areas, and other shared spaces.
• Receive, sort, and distribute incoming mail and packages; coordinate outgoing shipments with carriers as needed.
• Maintain accurate front-desk records, visitor logs, site contact lists, shared calendars, conference-room schedules, and organizational charts.
• Coordinate logistics for meetings, events, and site functions; schedule rooms and arrange catering and AV needs.
• Assist with employee communications, onboarding activities, and site events.
• Maintain office, conference-room, and break-room supply inventories; coordinate purchases and replenishment needs.

Skills

Strong interpersonal skills

Excellent written and verbal comms

Organizational multitasking

Education

Associates Degree

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft Teams

Calendar management

Job description

AP has an EXCELLENT Temp-Hire Opportunity!!!

We're looking for a friendly, motivated, and professional Front Office Administrator to become the welcoming face of our clients organization and to provide Administrative support to our staff. Are you a polished professional who enjoys being the first point of contact for clients and visitors?

We are seeking a Front Office Administrator to join a dynamic and innovative organization that designs and manufactures specialized equipment supporting the aerospace, research, manufacturing, and imaging industries. This role is ideal for someone who thrives in a customer-facing environment, takes pride in staying organized, and enjoys providing exceptional administrative support while representing the company with professionalism and enthusiasm.

Front desk and site experience

• Serve as the primary front-desk contact for visitors, customers, vendors, candidates, and employees; provide a professional, courteous, and helpful experience.
• Answer, screen, and direct incoming telephone calls and routine inquiries to the appropriate personnel.
• Maintain a clean, welcoming, organized, and professional reception area.
• Help maintain the appearance, organization, and readiness of conference rooms, break rooms, refrigerators, copier areas, and other shared spaces.
• Receive, sort, and distribute incoming mail and packages; coordinate outgoing shipments with carriers as needed.
• Maintain accurate front-desk records, visitor logs, site contact lists, shared calendars, conference-room schedules, and organizational charts.

Visitor management, security, and compliance

• Register and badge visitors in accordance with their security and facility-access procedures.
• Verify visitor identity and ensure required documents are completed before facility access is granted.
• Coordinate visitor escorts when required and help ensure visitors remain within authorized areas of the facility.
• Coordinate visitor appointments, meeting logistics, reservations, on-site accommodations, and other routine needs.
• Maintain accurate visitor accountability information to support site emergency procedures.
• Screen visitors for U.S. Person status
• Coordinate non-disclosure agreements, visitor acknowledgements, export-control documentation, and other required access forms.
• Work closely with Human Resources, Security, Export Compliance, and site leadership to support compliance with customer-security, and facility-access requirements.
• Maintain visitor and compliance records in accordance with company retention policies and promptly report potential security, safety, or export-compliance concerns.

Meetings, events, and administrative coordination

• Coordinate logistics for customer meetings, vendor visits, internal meetings, company events, and other site functions.
• Schedule conference rooms, prepare meeting spaces, arrange catering, coordinate audiovisual needs, and ensure required materials are available.
• Collect, organize, format, and distribute agendas, presentations, pre-reads, and other meeting materials as assigned.
• Coordinate on-site breakfasts, lunches, and catering for customer, vendor, employee, and company events.
• Assist with employee communications, onboarding activities, employee-engagement initiatives, and site events, including holiday events and company gatherings.
• Maintain office, conference-room, and break-room supply inventories; coordinate purchases, vendor requests, and replenishment needs.
• Order and maintain break-room supplies, including coffee, beverages, paper products, and related items.
• Perform data entry and maintain accurate administrative files, records, schedules, trackers, and routine reports.
• Provide general administrative support to site leadership and employees as assigned.

Education

Minimum of an Associates Degree

Experience and Qualifications

• Three or more years of receptionist, site administration, office coordination, administrative-support experience.
• Strong interpersonal, written, and verbal communication skills.
• A professional, welcoming, and service-oriented approach when working with employees, customers, visitors, vendors, and other stakeholders.
• Strong organizational and multitasking ability, with consistent attention to detail and follow-through.
• Ability to manage routine priorities in a busy front-office environment while responding calmly to changing needs.
• Proficiency with Microsoft Outlook, Word, Excel, Teams, calendar-management, and standard office technology.
• Ability to handle confidential information with discretion, maturity, and sound judgment.
• Ability to follow established procedures related to visitor access, security, safety, records, and export compliance.
• Ability to remain seated or standing at a reception desk for extended periods and occasionally lift or move up to 25 pounds.