Operations & Facilities Assistant

Paylocity; City of Rochester (NY); On-site; USD 38,000 - 54,000; Full time

Job summary

Popli Design Group in Rochester, NY seeks an Operations & Facilities Assistant to manage day-to-day office tasks, coordinate deliveries, maintain common areas, and support staff and leadership.

The role emphasizes organizing supplies, scheduling maintenance, and ensuring a clean, functional work environment for engineers and project teams. Candidates should have professional office experience, strong communication, and a valid driver's license.

Qualifications

• Experience in a professional office environment with a strong customer service orientation.
• Strong organizational skills and the ability to manage and prioritize multiple tasks.
• Proficiency using Microsoft Word and Excel.
• A Valid Driver's License and acceptable Motor Vehicle Record (MVR) is required.

Responsibilities

• Support the firm’s operations by handling essential office and administrative tasks.
• Maintain the Rochester office common areas, supplies, and overall organization.
• Maintain printers and copiers, stock paper and toner, and arrange service as needed.
• Receive and distribute deliveries and ensure proper stocking of items.
• Coordinate setup and cleanup for office breakfasts and lunches.
• Transport company vehicles for cleaning and maintenance and report issues.
• Conduct regular office walk-throughs and coordinate with vendors to resolve issues.
• Provide administrative support to senior leadership as needed.
• Assist with movement and organization of files, supplies, and equipment.

Skills

Customer service

Organizational skills

MS Word

Excel

Communication skills

Driver's license

Job description

Description

Popli Design Group (PDG), a multi-disciplined Architecture/Engineering firm is seeking a responsible, Operations & Facilities Assistant to perform a variety of firm-wide support administrative tasks.

The Operations & Facilities Assistant supports the day-to-day operations of the firm by handling essential office, facilities, and administrative tasks that help technical staff remain focused on client and project work. This role is responsible for deliveries, office and common-area upkeep, vehicle coordination, supply stocking, and general operational support for staff and leadership.

Responsibilities:

• Support the firm’s technical staff by helping address operational needs and reducing time spent on non-billable tasks.
• Maintain the Rochester office’s common areas, including kitchen supplies, cleaning items, and overall organization.
• Maintain office printers and copiers, including stocking paper and toner, and scheduling and tracking outside service as needed.
• Receive and distribute incoming deliveries and ensure final handoff or proper stocking of delivered items.
• Coordinate pickup, setup, and cleanup for office breakfasts and lunches.
• Transport company vehicles for cleaning and maintenance, perform light interior cleaning as needed, report issues to the Administrative Assistant, and help coordinate routine maintenance schedules.
• Conduct regular office walk-throughs, identify cleaning or maintenance issues, and coordinate with the Administrative Assistant, cleaning vendor, and landlord to resolve them.
• Provide operational and administrative support to senior firm leadership as needed.
• Assist with the movement and organization of files, supplies, equipment, and office materials as needed.

Required Skills and Licenses:

• Experience in a professional office environment with a strong customer service orientation
• Ability to balance a wide range of requests and shifting priorities
• Strong organizational skills and the ability to manage and prioritize multiple tasks
• Ability to work effectively with individuals at all levels of the organization
• Strong interpersonal, communication, and customer service skills
• Proficiency using Microsoft word and excel
• A Valid Driver's License and acceptable Motor Vehicle Record (MVR) is required

Work Environment and Physical Demands:

• Professional office environment
• The job requires prolonged periods of sitting at a computer

Anticipated Work Schedule:

Monday through Friday, 7:30 a.m. to 1:00 p.m.

About Popli Design Group (PDG)

PDG is a well-established multi-disciplinary architecture and engineering firm that has been serving clients since 1982. With four decades of experience and expertise, we have evolved from a transportation engineering firm to a comprehensive, full-service organization with seven office locations in New York State. Our extensive portfolio of successful projects has earned us a trusted reputation among our clients.

Popli Design Group is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, genetics, disability or protected veteran status, and any other basis protected by applicable local, state, or federal law or Executive Orders.

Good faith salary range is provided, and salary package will be commensurate with experience.