Administrative Assistant

Paycom - ATS; Philadelphia (Philadelphia County); On-site; USD 45,000 - 65,000; Full time

Job summary

Citrin Cooperman in Philadelphia is seeking an Administrative Assistant to join our Firm Operations team. You will support the Office Manager and Regional Office Director, coordinate meetings, maintain office operations, and assist in client data management.

The ideal candidate has 5+ years of administrative experience, is tech-savvy with MS Office and Excel, and can multi-task with attention to detail. This in-office role emphasizes professional service and collaborative culture.

Qualifications

• 5+ years of administrative experience, preferably in tax professional services.
• Tech-savvy with proficiency in Microsoft Office and Excel (including formulas, tables, formatting).
• Strong organizational, verbal and written communication skills.
• Team player with ability to multi-task and attention to detail.
• Capacity to work overtime as needed, in-office required.

Responsibilities

• Ensure professional, welcoming experience for visitors.
• Maintain clean, welcoming office conditions for guests and staff.
• Handle incoming/outgoing mail; manage delivery methods (US and international).
• Arrange client or internal meetings for Partners and staff; manage meeting spaces.
• Coordinate office events, meals, and conference room setup/breakdown.
• Monitor pooled administration mailboxes and assist with onboarding.
• Maintain client data in Dynamics and STAR Practice Management databases.
• Prepare, deliver, and file engagement letters.
• Leverage AI tools to improve operational efficiency and data-driven decisions.
• Assist with ad-hoc projects and tax workflow processes.

Skills

Microsoft Office

Excel

Organizational skills

Communication

Team player

Multi-tasking

Tools

Axcess Tax

CCH Workflow

CCH Document

SafeSend

Avalara

Job description

Citrin Cooperman offers a dynamic work environment, fostering professional growth and collaboration. We’re continuously seeking talented individuals who bring a problem-solving mindset, fresh perspectives, and sharp technical expertise. We know you have choices, so our team of collaborative, innovative professionals are ready to support your professional development. At Citrin Cooperman, we offer competitive compensation and benefits and most importantly, the flexibility to manage your personal and professional life to focus on what matters most to you!We are seeking an Administrative Assistant to join our Firm Operations team within the Administrative Support department. They’re responsible for assisting in all aspects of office conditions, ensuring workflow, fostering the CC culture, and providing operational support for the Office Manager (OM) and Regional Office Director (OD).Responsibilities are, but not limited to:Ensuring a professional and welcoming experience for visitors.Maintain clean and welcoming general office conditions for guests and team members.Back up to handling incoming mail by opening, scanning, and distributing, as well as preparing outgoing mail with familiarity of various delivery methods including but not limited to US mail, international mail, UPS, Fedex and certified mail.Assist the OM with arranging client or in-house meetings for Partners and staff, managing hoteling spaces, communicating event details, ordering office meals both in and out of busy season, coordinating office events, and setting up/breaking down conference rooms.Monitor and manage pooled administration mailboxes.Assist with new client onboarding procedures.Assist in managing client data updates by maintaining Dynamics and STAR Practice Management databases.Assist in the preparation, delivery, and filing of engagement letters.Leverage AI-powered tools and technologies to improve operational efficiency, streamline workflows, enhance productivity and support data-driven decision-making across business functions.Familiarity with tax department related processes and workflow inclusive of collating and delivery.Knowledge of Axcess Tax, CCH Workflow and CCH Document, SafeSend, Avalara etc preferred.Assist with ad-hoc projects (as needed).The ideal candidate must:Have 5+ years of administrative experience (tax professional services environment preferred).Be tech-savvy with proficiency in Microsoft Office and expertise in Excel functions including but not limited to tables, formulas, and formatting.Possess strong organizational skills, including but not limited to verbal and written communication skills.Be a team player with the ability to multi-task and pay strong attention to detail.Have the capacity to work overtime (as needed).In-office requirement.