Department Coordinator Location:

Rochester, NY Pay:

$30.00-$35.00 per hour

Job Type:

Full-time About the Role We are seeking an organized, proactive, and experienced Department Coordinator 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 ResponsibilitiesWorkplace 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. Budget & Vendor Management 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. What We're Looking For The ideal candidate is someone who can wear many hats and confidently manage competing priorities. You should be comfortable coordinating facilities and vendors one moment, supporting an executive the next, and then organizing an employee event or preparing an important office communication. If you're highly organized, proactive, professional, resourceful, and enjoy making the workplace run smoothly, we'd like to hear from you.

Pay Range:

$30.00-$35.00 per hour Equal Opportunity Employer. Employment decisions are made without regard to legally protected characteristics under applicable federal, state, or local law. #

CSPRO Pay:

$30.00 - $35.00 per hour

Benefits:

Dental insurance Health insurance Vision insurance

Work Location:

In person