Office Administrator

About the Role

MediaNet AV is a regional leader in audio-visual system design, integration, and installation, serving clients across Ohio, New York, and western Pennsylvania. Our Rochester branch plays a key role in delivering exceptional service and support to our clients in upstate New York.

As the Office Administrator, you’ll be at the heart of our day-to-day operations—ensuring the office runs smoothly, supporting the project and service teams, and helping maintain strong relationships with clients, vendors, and partners. This position is ideal for someone who thrives in a fast-paced environment and enjoys being a go-to resource for both administrative and operational needs.

Key ResponsibilitiesAdministrative Support

• Assist daily operations to ensure the office runs smoothly and efficiently.




• Writing work orders for all service work and maintaining the open orders tracker. 




• Assist service/project manager with team schedule and field scheduling.




• Scheduling Site Surveys and phone consultations on the General Manager’s calendar.




• Manage team availability for team meetings and training.




• Assist with keeping the General Manager and the Project Manager on track with deadlines.




• Work with and support the General Manager as needed, including but not limited to, procurement status updates, missed messages, any sold projects information, invoicing updates and warehouse status.




• Provide follow-up inquiries with a template email to clients who have received proposals.




• Handle accident reports and traffic violations under the direction of the GM.




• Assist in gathering data for the public bid process and Builders Exchange project reviews.




• Maintain a tidy, organized, and efficient office environment.




• Oversee ordering of office supplies.

Financial Management

• Accounts Receivable:
  
  
  
  • Coordinate work orders and any needed information to submit to the accounting department for invoicing.
  
  



• Accounts Payable

  
  
  
  

  • Send all needed invoices for payment to the accounting department at the corp office.

  
  

Procurement and Vendor Management

• In collaboration with our corp office, oversee procurement operations. This includes issuing, tracking and receiving purchase orders.




• Set up and manage vendor accounts, ensuring compliance with company policies.




• Maintain communication with vendors for order confirmations, shipment tracking, and addressing delays.

Project & Field Operations Support

• Partner with the Project/Service Manager to:

  
  
  
  

  • Coordinate fieldwork and resource allocation on the schedule.

  
  

  • Track which techs are assigned to which projects.

  
  

  • Help resolve unexpected project issues with any procurement needs.

  
  

  • Support pre-install meetings, provide procurement updates, and handle scheduling logistics.

  
  

Inventory, Warehouse, and Logistics

• Manage inventory levels for projects and office supplies.




• Coordinate shipping, receiving, warehouse management, and inventory tracking.




• Oversee Return Merchandise Authorization (RMA) processes and product returns.




• Lead warehouse management and maintain staging organization.

Marketing and Client Relations

• Assist with marketing initiatives, including promotional campaigns, event planning, and social media support as needed.




• Lead client appreciation efforts and outreach programs to foster and maintain strong customer relationships.




• Respond to customer phone calls and emails promptly (calls same day, emails within 24 hours).

General Duties

• Perform additional administrative or operational tasks as assigned to support the team and business operations.