Office Manager

swipejobs; City of Rochester (NY); On-site; USD 85,962,000 - 100,289,000; Full time

Job summary

SwipeJobs in Rochester, NY is seeking an organized, proactive Office Manager to support daily operations in a fast-paced professional office.

The role covers office operations, facilities coordination, admin support, events, vendor relations, and HR onboarding for contractors. The ideal candidate thrives independently, communicates well, and can manage multiple projects across departments while maintaining a welcoming workplace.

Qualifications

• Bachelor's degree in Business Administration or related field.
• 5–7 years of experience in office administration or facilities management.
• Strong organizational and multitasking abilities.
• Proficiency with Microsoft Office Suite.

Responsibilities

• Coordinate daily office operations and vendor relationships.
• Plan team-building activities, meetings, and office events.
• Manage calendars and coordinate meetings for executives.
• Assist with travel arrangements and other administrative needs.
• Support HR onboarding for contractors and new hires.

Skills

5–7 years exp

Organizational skills

Communication skills

Vendor negotiation

Time management

MS Office

Interdepartmental collaboration

Problem solving

Education

Bachelor's degree

Tools

Microsoft Teams

Tableau

Job description

Long term opportunity

$30 to $35 per hour

We are seeking an organized, proactive, and experienced Office Manager to support the daily operations of a professional office in Rochester, NY.

This position is ideal for someone who thrives in a fast-paced environment, enjoys coordinating people and projects, and takes pride in creating an organized, welcoming, and engaging workplace. The Department Coordinator will oversee office operations, facilities coordination, administrative support, employee engagement, events, vendor relationships, and special projects.

The successful candidate will be approachable, resourceful, highly organized, and comfortable working independently while collaborating with employees and leaders across multiple departments.

Key Responsibilities:

Workplace Culture & Employee Engagement

• Help foster a positive, connected, and welcoming office culture.
• Develop engaging office communications, activities, recognition initiatives, and employee experiences.
• Partner with office leaders and employees to identify relevant events, themes, and opportunities that strengthen employee engagement.
• Create content for announcements, digital signage, event promotions, recognition messages, and other internal communications.

Office Operations

• Coordinate daily office operations to maintain an organized, efficient, and professional workplace.
• Order and manage office supplies and equipment.
• Coordinate mail, postage, shipping, and receiving services.
• Support visitor access and arrivals.
• Schedule and prepare conference rooms for meetings and office activities.
• Coordinate office equipment maintenance and related services.

Facilities & Building Maintenance

• Serve as a primary point of contact for landlords, building management, and external vendors.
• Schedule and oversee maintenance and service visits.
• Coordinate the resolution of HVAC, plumbing, janitorial, security, painting, construction, and other facility needs.
• Review and process vendor invoices and payments.
• Partner with internal stakeholders to ensure facility issues are resolved promptly.

Administrative Support

• Provide high-level administrative support to senior executives and other employees.
• Manage calendars and coordinate meetings.
• Assist with travel arrangements and other administrative needs.
• Provide support to colleagues and teams in other office locations as needed.

Communication & Events

• Develop and distribute timely, visually engaging office communications.
• Plan and coordinate team-building activities, meetings, conferences, and office events.
• Coordinate catering, room setup, event communications, and technical support.
• Ensure employees receive timely operational, event, weather, and other office-related updates.

Records & Project Coordination

• Maintain organized office files, records, and documentation.
• Ensure records are accurate, current, and readily accessible.
• Assist with special projects and coordinate activities across departments.
• Track project milestones and help ensure deadlines are met.
• Monitor office-related budgets and expenditures.
• Coordinate purchasing of office supplies and services.
• Negotiate with vendors and suppliers when appropriate to obtain cost-effective solutions.
• Coordinate new vendor setup and ongoing invoice and receipt processing.

Human Resources Support

• Coordinate recruitment and onboarding activities for contractors working through staffing agencies.
• Facilitate new-hire orientation and required training.
• Coordinate security access, phones, equipment, and other onboarding requirements.
• Collect, validate, and maintain required new-hire documentation.

Safety, Security & Compliance

• Support implementation of office safety and security procedures.
• Ensure office operations follow applicable organizational policies and procedures.
• Stay informed about relevant local, state, and federal requirements.
• Maintain confidentiality and exercise appropriate discretion when handling sensitive information.

Qualifications

• Bachelor's degree in Business Administration, Project Management, Office Management, or a related field preferred.
• 5–7 years of experience in office administration, office coordination, facilities management, or a related area.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Approachable, service-oriented interpersonal style.
• Ability to build positive working relationships across departments and organizational levels.
• Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Experience with office management systems and administrative tools.
• Strong problem-solving skills and attention to detail.
• Ability to independently evaluate situations and make sound, informed decisions.
• Strong discretion and ability to maintain confidentiality.
• Resourceful, proactive approach to identifying information, support, and solutions.
• Strong vendor negotiation and relationship-management skills.
• Ability to prioritize competing responsibilities, manage time effectively, and consistently meet deadlines.

Preferred Qualifications

• Experience with collaboration platforms such as Microsoft Teams.
• Experience with data analysis and reporting tools such as advanced Excel or Tableau.
• Background in marketing, communications, graphic design, or another creative field.
• Ability to create polished written and visual content for internal communications, presentations, events, and employee engagement initiatives.

Corestaff powered by Swipejobs is a Women Owned company and an Equal Opportunity Employer. We believe we are best equipped to support our candidates and clients when we really know them. That means understanding, respecting, and valuing diversity- unique styles, experiences, identities, abilities, ideas and opinions- while being inclusive of all people.

Please note that we are unable to sponsor applicants requiring work authorization or visas for the positions currently available. We kindly request that only candidates who already possess the legal right to work in the United States apply for consideration