Administrative Asst/Exec. Asst 2 (2-4 years)

Job Description

Job Description We are looking for a detail-oriented administrative team member to support daily operations for an on-site Facilities team in Rochester, New York. This Contract position is well suited for someone who enjoys organized, process-driven work and takes pride in keeping tasks moving efficiently. The role focuses on coordinating service activity, maintaining accurate records, and serving as a reliable point of contact for internal customers and technicians. You will play an important part in helping the team stay organized and responsive in a fast-paced operational environment.

Responsibilities:
• Coordinate incoming facilities-related work requests, monitor status updates, and ensure items are completed and formally closed in a timely manner.
• Maintain accurate space, asset, and move information within internal tracking systems to support daily operational needs.
• Distribute service assignments to Facilities technicians and maintain visibility on progress from initiation through completion.
• Communicate with technicians and internal customers to gather updates, resolve routine questions, and support timely follow-through.
• Prepare and enter purchase requisitions and related procurement transactions using Ariba and other internal tools as needed.
• Keep administrative records organized and up to date to support efficient facilities operations and reporting.
• Provide day-to-day office coordination and administrative assistance for the on-site Facilities team.
• Support service request workflows by reviewing details for accuracy, updating system information, and helping maintain consistent process execution.• 2-4 years of experience in an administrative, office coordination, or executive support role.
• Strong organizational skills with careful attention to detail and accuracy across multiple recurring tasks.
• Strong written and verbal communication skills with the ability to interact effectively with internal customers and team members.
• Experience working with computerized office, procurement, or service request systems; familiarity with Ariba, CMMS, or similar platforms is preferred.
• Proficiency with Microsoft Office applications, including Excel and Word, for tracking, documentation, and general administrative support.
• Ability to manage routine operational responsibilities in a fast-paced environment while meeting deadlines.
• Previous exposure to facilities, manufacturing, corporate office, or site-based support environments is preferred.
• Familiarity with work order coordination, service request management, or related operational workflows is an advantage.