Office Assistant

Job Description

Job Description

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. 

Collaborate

• 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, proj