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Contracting Assistant Jobs in Rochester, NY (NOW HIRING)

NESCO Inc

Executive Assistant

Rochester, NY · On-site

The Administrative Assistant will manage communication, scheduling, and daily administrative follow ... External Contractors and Operational Coordination This role also supports the organization's day-to ...

HITT Contracting Inc.

Superintendent

Newark, NY · On-site

$108.90 - $165.77/hr

Responsibilities*** Assist bidding mechanical and electrical trades* Manage Equipment Procurement ... HITT Contracting offers a competitive total benefits and compensation package including performance ...

Vaccinex, Inc.

Be Seen First

Facilities Specialist

Rochester, NY · On-site

$24 - $29/hr

Interact with / supervise outside contractors. Assist with contractor selection/ contract renewals and reconcile facilities related invoices. Identify, develop, and implement cost savings initiatives ...

Zirtual

Remote Virtual Executive Assistant

Rochester, NY

$1.5K - $3.8K/mo

The Executive Assistant is a vital member of the Zirtual team and serves as the primary point of ... This independent contractor opportunity is currently available only to individuals residing in the ...

Seek Now

Field Inspector 1099 Contractor

Rochester, NY · On-site

Seek Now is searching for capable 1099 independent sub-contractors to provide accurate, impartial ... Our 1099 Field Inspectors are the frontline experts who assist and collect data for our clients in ...

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Contracting Assistant information

What is a contracting assistant?

Contracting Assistants are administrative professionals who support procurement and contracting activities within an organization. They help prepare, review, and process contracts, ensuring compliance with company policies and relevant laws. Their duties often include maintaining contract files, tracking deadlines, communicating with vendors or clients, and assisting with bid and proposal documentation. Contracting Assistants play a vital role in helping contracts move smoothly through each stage of the procurement process.

What are some common challenges contracting assistants face when managing multiple contracts simultaneously?

Contracting Assistants often juggle several contracts at once, which requires strong organizational and time-management skills. Common challenges include tracking deadlines for deliverables, ensuring compliance with varying contract terms, and staying updated on changes in regulations or company policies. To succeed, it's important to use effective tracking tools, communicate regularly with team members and vendors, and proactively identify potential issues before they escalate. Collaboration with legal, procurement, and finance teams is also crucial for resolving discrepancies and ensuring smooth contract execution.

What are the key skills and qualifications needed to thrive as a contracting assistant, and why are they important?

To thrive as a Contracting Assistant, you need strong organizational abilities, attention to detail, and a solid understanding of contract administration, often supported by a relevant associate’s or bachelor’s degree. Familiarity with contract management systems, procurement software, and document tracking tools is typically expected. Excellent communication, problem-solving, and time management skills help you coordinate with stakeholders and handle multiple tasks efficiently. These competencies are crucial for ensuring accurate contract processing, compliance, and effective support to contracting teams.

What is the difference between Contracting Assistant vs Contract Specialist?

AspectContracting AssistantContract Specialist
CredentialsTypically high school diploma or equivalent; some roles may require certificationUsually requires a bachelor's degree; certifications like NCMA's CPCM are common
Work EnvironmentOffice settings within government or corporate procurement departmentsMore independent roles within government agencies or large corporations
Employer & IndustryGovernment agencies, defense contractors, large corporationsFederal government, defense, aerospace, and large organizations
Search & Comparison IntentUnderstanding entry-level or support roles in contractingSeeking detailed responsibilities and qualifications for contracting roles

In summary, a Contracting Assistant typically supports contracting processes with entry-level responsibilities, while a Contract Specialist handles more complex contract management tasks and often requires specialized certifications and experience.

What are the most commonly searched types of Contracting jobs in Rochester, NY?

The most popular types of Contracting jobs in Rochester, NY are:

What cities near Rochester, NY are hiring for Contracting Assistant jobs?

Cities near Rochester, NY with the most Contracting Assistant job openings:

Contracting Assistant jobs near you
Infographic showing various Contracting Assistant job openings in Rochester, NY as of August 2026, with employment types broken down into 2% Internship, 81% Full Time, 11% Part Time, and 6% Contract. Highlights an 96% In-person, 2% Hybrid, and 2% Remote job distribution.

Executive Assistant

Rochester, NY • On-site

NESCO Inc
See more jobs at NESCO Incexternal

Other

Medical, Dental, Vision, Retirement

Posted 10 days ago

Job description

Position Summary
Seeking a highly organized, dependable, and professional Administrative Assistant to the Executive Director to support the daily operations of the organization. This position is intended for a candidate who can provide polished administrative support to executive leadership while also serving as a dependable resource to office staff, tenants, vendors, and external partners.
This role requires strong judgment, discretion, communication skills, and the ability to manage multiple priorities in a fast-paced, service-oriented nonprofit environment.
Executive Director Support
This position serves as the primary administrative support role for the Executive Director and is responsible for helping leadership stay organized, informed, and prepared. The Administrative Assistant will manage communication, scheduling, and daily administrative follow-through while helping prepare materials for meetings, presentations, and ongoing priorities.
  • Manage the Executive Director's calendar, meeting requests, scheduling changes, and reminders.
  • Draft, edit, proofread, and format emails, letters, reports, agendas, and other executive communications.
  • Prepare materials for meetings, presentations, and internal or external discussions.
  • Track follow-up items, deadlines, and administrative priorities requiring Executive Director attention.

Office Administration and Tenant Support
The Administrative Assistant will help maintain an organized, professional, and responsive office environment by supporting routine office operations and serving as a reliable point of contact for staff, tenants, and visitors. This role includes handling day-to-day communication, maintaining records, supporting workflow, and ensuring that routine administrative needs are addressed accurately and efficiently.
  • Answer phones, greet visitors and tenants, route communication, and respond to routine administrative inquiries.
  • Maintain organized electronic and paper filing systems, records, logs, and general office documentation.
  • Support office staff with daily administrative tasks, correspondence, mail, supply management, and follow-up.
  • Assist with tenant-facing communication and direct sensitive or unresolved concerns to the appropriate staff member.

Board Meetings, Events, and Presentations
A key part of this role is helping the Executive Director prepare for board meetings, internal meetings, organizational functions, and special events. The Administrative Assistant will support planning, logistics, presentation preparation, and day-of coordination so that meetings and events are well organized and professionally executed.
  • Assist with planning and setting up board meetings, including agendas, packets, presentation materials, room setup, refreshments, and follow-up.
  • Support event planning and coordination for trainings, staff functions, community meetings, and special organizational events.
  • Prepare and format slide decks, handouts, reports, and related presentation materials for leadership use.
  • Coordinate schedules, materials, and communication needed to ensure meetings and events run smoothly.

External Contractors and Operational Coordination
This role also supports the organization's day-to-day coordination with outside vendors, contractors, and service providers. The Administrative Assistant will help ensure that communication, scheduling, documentation, and routine follow-up with external partners are handled in an organized and professional way.
  • Communicate with external contractors, vendors, consultants, and service providers as needed.
  • Coordinate scheduling, document exchange, and follow-up related to contracted services or office needs.
  • Maintain records and organized communication related to outside work or service arrangements.
  • Assist the office and Executive Director with operational coordination tied to vendors and external partners.

Qualifications
The ideal candidate will bring prior administrative or executive support experience along with strong communication, organization, and judgment. Experience supporting a senior leader, preparing presentations, coordinating meetings or events, and maintaining confidential records will be especially valuable in this role.
  • Prior experience in administrative support, office coordination, customer service, or executive support.
  • Strong written and verbal communication skills with a professional and service-oriented demeanor.
  • Proficiency with email, calendars, Microsoft Office or similar software, phones, and general office technology.
  • Ability to manage multiple priorities, maintain confidentiality, and work effectively with staff, tenants, board members, and outside partners.

Nesco Resource offers a comprehensive benefits package for our associates, which includes a MEC (Minimum Essential Coverage) plan that encompasses Medical, Vision, Dental, 401K, and EAP (Employee Assistance Program) services.
Nesco Resource provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

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