Administrative Assistant Reception

Administrative Assistant / Reception Site Administrator

The Site Administrator provides day-to-day administrative support to an on-site Facilities team in a hands-on, execution-focused role. This position centers on coordinating work orders, updating internal systems, and maintaining clear communication with internal customers. It is well-suited to an experienced office administrator who enjoys structured, routine operational work and takes pride in supporting a technical team to ensure smooth facilities operations.

Responsibilities

• Manage daily work orders by reviewing requests, updating their status, and ensuring timely closeout.
• Update space, asset, and move-related information accurately in internal systems to keep records current.
• Assign work orders to Facilities technicians and track progress from initiation through completion.
• Follow up with technicians and internal customers to confirm that work is completed on time and to expectations.
• Communicate with internal customers via phone and email to respond to service requests and provide status updates.
• Enter Purchase Requisitions and related transactions in Ariba and support procurement-related activities as needed.
• Maintain accurate system records to support smooth, day-to-day Facilities operations and reporting.
• Provide general administrative coordination support to the Facilities team, including scheduling, documentation, and other office tasks as required.

Essential Skills

• Previous experience in an administrative, office coordinator, or similar support role.
• Experience working with computerized systems such as CMMS, procurement platforms, or service request systems (preferred but strongly valued).
• Strong organizational skills with a high level of attention to detail.
• Professional written and verbal communication skills for effective customer interaction.
• Ability to manage multiple routine tasks in a fast-paced environment while maintaining accuracy.
• Proficiency with basic office tools, including email, word processing documents, and simple spreadsheets.
• Comfort working in a structured, operational role that supports a technical Facilities team.

Additional Skills & Qualifications

• Administrative support experience in Facilities Operations or Manufacturing environments.
• Familiarity with work order or service request workflows and processes.
• Experience with corporate office or site-based administrative support.
• Hands-on experience with Ariba or similar procurement and requisition systems.
• Proficiency with Microsoft Office applications, including Word and Excel.
• Background in reception, administration, or administrative assistance in a corporate or facilities setting.

Work Environment

This role is based on-site and supports a Facilities team in a corporate or site-based environment. You will work closely with technicians and internal customers, using computerized systems such as CMMS, Ariba, and standard office productivity tools including email, word processing, and spreadsheets. The workday involves structured, routine tasks focused on coordinating work orders, maintaining records, and providing responsive administrative support. The environment is fast-paced and operationally focused, with regular phone and email communication and a professional office setting.

Job Type & Location

This is a Contract position based out of Rochester, NY.

Pay and Benefits

The pay range for this position is $25.00 - $25.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Rochester, NY.

Application Deadline

This position is anticipated to close on Jun 3, 2026.