Position Title: Administrative Coordinator Reports to: President/CEO Location: In-Office Full-time Position Overview: This position is part of a team that is a catalyst for the commercial construction community in our region, connecting and serving all our members to build a greater Rochester. Our mission is to deliver our members education, programs, and services to grow their businesses and the local community. The Administrative Coordinator is responsible for managing daily office operations, providing administrative support, and maintaining a high level of discretion and professionalism. This role serves as the first point of contact for members entering the building. The ideal candidate is detail oriented, demonstrates a strong work ethic, and can perform a range of office support tasks while effectively managing competing priorities. The successful candidate will be a self-starter who is comfortable working independently as well as collaboratively as part of a team. You will be part of a team that is committed to our core values: Collaboration: We work together to advance the construction industry in our region and remove barriers for the benefit of all ROBEX members and their customers. Community: We, as construction professionals, contribute to building a greater Rochester. Service: We demonstrate servant leadership to members and the community. Inclusion: We create pathways for all in the construction industry and support skilled trades at every level. Integrity: We do what is right, keep our word, and operate with full transparency. General Responsibilities: Perform front desk responsibilities, members, guests, and vendors in a professional and courteous manner, and managing incoming phone calls, email, messages, and visitor coordination. Assist with shipping and receiving functions, including processing incoming and outgoing mail, deliveries, and courier services. Maintain reception area, copier room, all boardrooms and training room for supplies, general organization and meeting coordination Coordinate, monitor and confirm all meeting room schedules, including room setup, cleanup, speaker logistics, av and catering needs with internal and external customers Support with office, printer, and breakroom supply inventory, coordinating ordering and restocking as needed Scan files and email documents as requested Assist with administrative tasks such as filing, proof reading, data entry, and document preparation Perform local errands – company lunches, needed merchandise/supplies, as needed Develop and maintain relationships with members, staff, board members and community partners Must be open to maintaining a flexible schedule with hours worked based on demand and needs. Weekend work may be required. Completing daily opening and closing office procedures (lights, phones, doors unlocked etc.) Provide backup support to the CEO Acts as part of a team and participates in team activities and events Supports the CEO/President in planning, scheduling of key meetings and events Takes detailed meetings notes and coordinate the follow-up of activities as needed Assists in the preparation and timely distribution of all meeting materials, including board meetings and committee meetings Support board subcommittee meetings as required Organize events include managing event RSVP’s, name tags, event materials, catering and other duties as assigned Create and maintain board of directors onboarding guide Other miscellaneous tasks as assigned Qualifications: A minimum of two years’ administrative experience within an office environment Friendly, welcoming, and upbeat demeanor Outstanding personal integrity and work ethic High standard of ethics and confidentiality Willingness, eagerness and ability to perform a wide variety of administrative tasks Excellent interpersonal skills, including verbal and written communications Organized with strong follow-up and attention to detail Proficiency with Microsoft Office, Zoom, Adobe or similar programs Proven track record to manage multiple tasks in a fast-paced environment Able to walk, lift and move light loads (20 lb. max), bend, stoop, and climb stairs on a regular basis. Flexibility to work in both a collaborative setting while also being a self-starter to work independently Alignment with mission, vision and values of the organization. Skills: Superior written and oral communication skills with the ability to maintain attention to detail, consistency, and grammar. Highly organized individual with the ability to manage multiple projects and meet competing deadlines. A positive and curious attitude, working well independently and in a collaborative team environment. Digitally savvy and able to learn new systems and software quickly. High standards of ethics and confidentiality to handle sensitive information Positive attitude and customer oriented. Builders Exchange offers a competitive benefits package and a great work environment to employees. Benefits for full-time staff include: Medical and Dental Available; Employer pays 80%, with HRA contribution. 401(K) retirement plans with company match and safe harbor Company provided Vision Insurance Company Paid Life Insurance up to $50,000; buy-up option available. Builders Exchange of Rochester 180 Linden Oaks Suite 100 Rochester, NY 14625 P: (585)586-5460 F: (585)586-1580 Sign up for the latest industry news and developments #J-18808-Ljbffr