Office Assistant

SWBR Architecture, Engineering and Landscape Architecture; City of Rochester (NY); On-site; USD 45,000 - 52,000; Full time

Job summary

SWBR Architecture, Engineering and Landscape Architecture seeks an Office Assistant in Rochester, NY. This full-time clerical position supports front desk activities, office resources, events, logistics, and facilities coordination to keep daily operations running smoothly.

The role requires a high school diploma, 5+ years of reception/administrative experience, and proficiency with MS Office and collaboration tools. Strong communication, organization, and confidentiality are essential.

Qualifications

• High school diploma required.
• At least five years of reception or administrative experience.
• Clear verbal and written communication and responsive service approach.
• Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
• Experience with Teams, Zoom, SurveyMonkey; ability to learn new systems.
• Typing speed of at least 50 words per minute.
• Strong organization and ability to manage multiple priorities with minimal supervision.
• Ability to maintain confidentiality and provide reliable follow-through.

Responsibilities

• Support front desk activity, office resources, events, meeting logistics, and facilities coordination.
• Provide accurate, timely handling of calls, mail, and packages; route messages appropriately.
• Coordinate shipments and manage plan, specs, bids, and deposits.
• Follow records management practices for electronic and paper documents.
• Schedule conference rooms and maintain ready-to-use meeting spaces.
• Assist with company-wide events and activities; support meetings logistics.

Skills

Reception experience

Administrative experience

Verbal and written communication

Outlook

Word

Excel

PowerPoint

Planner

Teams

Zoom

SurveyMonkey

Typing 50 wpm

Organization

Confidentiality

Education

High school diploma

Tools

Microsoft Planner

Teams

Zoom

SurveyMonkey

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Office Assistant

Full Time Clerical Rochester, NY, US

3 days ago Requisition ID: 1096

Salary Range: $45,213.00 To $51,754.00 Annually

About SWBR

SWBR is a multidisciplinary architecture, engineering, and landscape architecture firm of 120+ individuals working across four New York offices in Rochester, Buffalo, Syracuse, and Troy. Since 1969, we have built our practice around relationships, collaboration, and creativity. All of us are called to pursue our mission: Positively impacting lives through meaningful design.

Our core values shape how we work together and serve our clients and communities:

• Empowerment: We support individual growth for collective success.
• Empathy: We build trust through authentic relationships.
• Excellence: We embrace challenges as opportunities to create and innovate.
• Ownership: We are each responsible for our words, our actions, and our results.

We are committed to creating a diverse and inclusive culture in which all people can thrive and we believe a wider range of perspectives, experiences, and ideas leads to stronger teams and more equitable outcomes.

We are currently looking for an Office Assistant who will assure a welcoming office experience, deliver dependable administrative support, and help our teams stay connected and prepared.

Make an Immediate Contribution

At SWBR, a welcoming, organized, and responsive office experience helps employees, project teams, clients, visitors, and guests stay connected and focused. As our Office Assistant, you will support front desk activity, office resources, firmwide events, meeting logistics, facilities coordination, and project-related information. Through clear communication, practical support, and dependable follow-through, you will help daily operations run smoothly across the firm.

How You Will Contribute

Create

• Prepare clear, accurate correspondence, forms, reports, and administrative materials that support firm communication and daily operations.
• Maintain current phone extension lists, office resources, administrative procedures, and reference materials so employees can access reliable information.
• Keep client, vendor, contact, and project history information accurate in firm databases to support project teams and administrative continuity.

Deliver

• Welcome clients, visitors, and guests and help connect them to the right people, spaces, and resources.
• Answer, route, and document incoming calls and messages promptly, and 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 that help participants stay prepared and connected.
• Provide backup support across administrative functions to strengthen service, responsiveness, and continuity.

Grow

• Build proficiency in administrative systems, office technologies, and business processes that support strong day-to-day service.
• Participate in cross-training to expand shared knowledge and departmental flexibility.
• Expand your 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.

Lead

• 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 your areas of responsibility. This position does not carry regular supervisory responsibilities.
• Demonstrate initiative, accountability, and clear communication when supporting office operations and administrative services.

Own

• Manage multiple priorities with accuracy, organization, and attention to detail.
• Maintain the confidentiality of sensitive information, documents, and conversations while applying sound judgment.
• Provide responsive, professional internal and external service that reflects SWBR’s commitment to people, projects, clients, and communities.
• Complete assigned work with dependable follow-through while maintaining firm standards, expectations, and quality practices.

What You Bring

• 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. Experience with Microsoft Planner preferred.
• Experience with Teams, Zoom, SurveyMonkey, and database or project management software is helpful, as is the ability to learn new systems.
• 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.

Work Environment and Role Requirements

This role works in a typical administrative office environment with light to moderate noise levels. The position involves sitting, repetitive office motions, lifting up to 50 pounds, and occasional carrying, pushing, pulling, and reaching. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the role.

Compensation

The anticipated compensation range for this position is $45,213 - $51,754 per year. This good‑faith range reflects the compensation SWBR reasonably expects to offer at the time of posting. The final offer will consider job‑related factors such as experience, skills, education, internal equity, and business needs.

SWBR is an Equal Opportunity Employer. We make employment decisions without regard to race, color, religion, creed, national origin, ancestry, citizenship status, sex, pregnancy, age, disability, genetic information, military or veteran status, marital or familial status, gender identity or expression, sexual orientation, status as a victim of domestic violence, stalking or sex offenses, or any other characteristic protected by applicable federal, state, or local law. SWBR provides reasonable accommodations to qualified applicants and employees with disabilities and for sincerely held religious beliefs or practices, as required by law. If you need an accommodation during the application process, please contact Human Resources.