Administrative Assistant in Rochester, New York at Coates Field Service Inc

Coates Field Service, Inc. is seeking an experienced Administrative Assistant to support the project managers. The successful candidate will be experienced in supporting project managers and able to adapt to tight deadlines in order to meet project deliverables. This is a remote, part-time position.

We are seeking a detail-oriented and organized Administrative Assistant to support project operations and daily administrative functions. This role plays a key part in ensuring smooth communication across teams, accurate documentation of project activities, and effective coordination with vendors.

Key Responsibilities

• Attend project-related meetings and calls; accurately take, organize, and distribute meeting minutes and action items
• Compile and prepare weekly reports by gathering updates from project teams and summarizing key information
• Coordinate and manage communications with vendors, including follow-ups, scheduling, and document sharing
• Maintain organized records of project documentation, reports, and communications
• Assist with scheduling meetings, tracking deadlines, and supporting project timelines
• Provide general administrative support to the team as needed

Qualifications

• Associate or bachelor’s degree preferred
• 1–3 years of administrative, project coordination, or similar experience preferred
• Strong written and verbal communication skills
• Excellent organizational skills and attention to detail
• Proficiency in Microsoft Office (Word, Excel, Outlook) or similar tools
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment

Skills & Competencies

• Strong note-taking and documentation abilities
• Professional communication and interpersonal skills
• Time management and prioritization
• Problem-solving mindset
• Ability to work independently and as part of a team

Coates has a 76-year history providing comprehensive land acquisition and right of way services to municipalities, utilities, energy providers, and oil and gas companies nationwide. The first firm of its kind, we are widely recognized as a leader in the land and right of way acquisition industry. A national corporation, Coates has the depth of knowledge and the agility to respond to client needs in all 50 states. Coates is headquartered in Oklahoma City, Oklahoma, with regional offices located throughout the United States. It is our mission to provide professional, high-quality, cost-efficient land acquisition and right-of-way services our clients need, when and where they need us.

Coates is committed to rewarding the loyalty of the national team of Coates’ Employees. Coates hires the best candidates available for all positions, without regard to the individual's race, religion, or sexual preference or orientation. Coates is an Equal Opportunity Employer (EOE).

Coates offers a comprehensive and generous benefits package, including medical/dental, vision, STD/LTD, life insurance, paid time off, company paid holidays, and more!