Administrative Assistant Jobs in Rochester, NY (NOW HIRING)

Overview

Who we are—

Transcat is a dynamic, innovative, growing company that has been recognized as the leading calibration and compliance services provider in North America and beyond. With over 1,000 employees—in technical, consulting, operational, sales, finance, and corporate roles—we have stood the test of time by delivering on our Trust in Every Measure promise to our customers in vital industries, including life sciences, aerospace, defense, energy, and utilities. We fulfill this promise through our employees, who live Our Values every day, the Transcat Way. Our employees are at the center of the rewarding, challenging, and life-changing work we do for our customers and those they serve. Are you ready to join a company where the work you do makes a difference, and where you can grow in your career?

Here’s what Transcat has to offer—

• Work that matters.
• A values-based culture where people care about each other and the work they do together.
• Flexibility
• Training and development to accelerate learning and career advancement.
• Competitive compensation and benefits, including paid time off, health insurance, tuition reimbursement, retirement, stock purchase plan, and MORE!
• Pay Range: $20.00 - $24.00 / hour

The Administrative Assistant supports the day-to-day operations of the office by providing administrative, organizational, and employee support services. This role serves as a key resource for maintaining an efficient, professional, and welcoming workplace environment. Responsibilities include front desk support, office coordination, administrative assistance, meeting and event logistics, and general office operations. The ideal candidate is highly organized, service-oriented, and able to manage multiple priorities while delivering a positive experience for employees, visitors, and business partners.

Responsibilities

Administrative Support

• Provide general administrative support to departments and team members as needed.
• Perform data entry, filing, document management, and records maintenance.
• Prepare, format, and distribute correspondence, reports, and other business documents.
• Handle incoming and outgoing mail, packages, and deliveries.
• Provide backup support for the Executive Assistant as required.

• This position may also perform other administrative, operational, and office support duties as assigned to support evolving business needs and organizational priorities.

Office Operations

• Maintain a professional, organized, and efficient office environment.
• Monitor inventory levels and coordinate ordering and replenishment of office supplies.
• Assist with the maintenance and coordination of office equipment, including printers, copiers, and other shared resources.
• Coordinate with external vendors and service providers to support office operations.

• Provide administrative and coordination support to the Rochester Facilities team, including assisting with facility-related requests, workspace readiness, office moves, vendor scheduling, and general workplace initiatives.

Meeting & Event Coordination

• Schedule and coordinate meetings and conference room reservations.
• Assist with meeting logistics, including room setup and preparation of materials.
• Support employee events, office activities, and company initiatives.
• Coordinate company swag inventory and distribution in partnership with the Marketing team.

Employee & Visitor Experience

• Serve as a welcoming point of contact for employees, visitors, candidates, and business partners.
• Respond to general inquiries and direct requests to the appropriate resources.
• Support onboarding activities, including workspace preparation and coordination of new hire materials.
• Help foster positive and professional workplace experience.

Qualifications

Required Knowledge, Skills, and Abilities

• Strong organizational and time management skills with the ability to prioritize multiple tasks.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel.
• Strong customer service orientation and professional interpersonal skills.

Preferred

• Experience supporting a fast-paced corporate office environment.
• Ability to work independently while collaborating effectively with cross-functional teams.
• Strong attention to detail and problem-solving skills.
• Proactive mindset with the ability to anticipate needs and take initiative.

Education and Experience

• High school diploma or equivalent required; associate's or bachelor's degree preferred.
• 2+ Previous experience in an administrative, office support, coordinator, or receptionist-related role.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made for qualified individuals with disabilities if necessary to perform the essential functions of this position.

While performing the duties of this Job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance and stoop, kneel, crouch, or crawl. The employee is occasionally required to sit and talk or hear. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.

Work Environment

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment is usually moderate.

Equal Opportunity and Non-Discrimination

Transcat is an equal-opportunity employer and prohibits discrimination based on any protected status. As required by United States law, all qualified applicants will receive consideration for employment without regard to age, color, disability, genetic predisposition or carrier status, national origin, race, religion, sex (including pregnancy, sexual orientation, and gender identity), status as a protected veteran, or as a member of any other protected group or activity under federal, state, and local law.

We will make reasonable accommodations for employees with disabilities to enable them to perform the essential functions of their position unless doing so poses an undue hardship to the company or a direct threat to health or safety.