In-Office Administrative & Records Coordinator

VisualDx; City of Rochester (NY); On-site; USD 40,000 - 52,000; Full time

Job summary

VisualDx is seeking an Administrative Assistant to keep the office running smoothly in Rochester, NY. This in-person role supports contracts, records, vendor coordination, leadership, events, travel, and day-to-day office operations Tuesday through Thursday with some flexibility for events.

You'll manage office supplies, handle confidential information, coordinate with the landlord, and assist with board-related tasks, ensuring a welcoming workplace experience for employees and visitors.

Qualifications

• Experience in office administration, workplace coordination, or a similar role.
• Strong organizational skills and attention to detail.
• Clear, professional communication skills.
• Comfortable managing multiple priorities independently.
• Service-oriented mindset with a focus on employee experience.
• Ability to maintain confidentiality when handling sensitive corporate, financial, legal, and personnel information.

Responsibilities

• Manage company records, including coordination with Iron Mountain, document scanning, and secure document destruction.
• Coordinate consultant and contractor agreements, including drafting support, routing for signatures, and maintaining documentation.
• Route, record, file, and track expiration dates for NDAs.
• Monitor system access levels in coordination with NDA status and confidentiality requirements.
• Purchase and manage office supplies, including coffee and general workplace materials.
• Monitor inventory and proactively restock as needed.
• Check, sort, and distribute incoming mail.
• Serve as the primary point of contact for office projects.
• Coordinate and track vendor contracts, including renewal and expiration dates.
• Support the VP of Finance with administrative tasks, including documenting Board meeting minutes and tracking related communications.
• Prepare and process stock option paperwork.
• Support the CEO with administrative tasks as requested.
• Assist with accounts receivable follow-up, including invoice tracking and follow-up communications.
• Plan and support in-office events, meetings, and remote and in-person employee gatherings.
• Set up and break down spaces as needed, including yoga and wellness sessions.
• Coordinate and book business travel arrangements for staff, including flights and hotel accommodations.
• Serve as a point of contact for employee travel needs, managing itineraries, confirmations, and changes.

Skills

Office administration

Organization

Communication

Confidentiality

Multi-tasking

Customer service

Job description

VisualDx is seeking an Administrative Assistant to keep the office running smoothly in Rochester, NY. This in-person role supports contracts, records, vendor coordination, leadership, events, travel, and day-to-day office operations Tuesday through Thursday with some flexibility for events.

You'll manage office supplies, handle confidential information, coordinate with the landlord, and assist with board-related tasks, ensuring a welcoming workplace experience for employees and visitors.