Administrative Assistant (52771)

Citrin Cooperman; Philadelphia (Philadelphia County); On-site; USD 42,000 - 54,000; Full time

Job summary

Citrin Cooperman is seeking an Administrative Assistant to join the Firm Operations team. The role supports the Office Manager and Regional Office Director, handling mail, meetings, data management in Dynamics and STAR, and engagement letter preparation.

The ideal candidate has 5+ years in a tax professional services environment, is proficient in Microsoft Office and Excel, and can work in-office with strong organizational and communication skills.

Qualifications

• 5+ years of administrative experience, tax professional services environment preferred.
• Proficient in Microsoft Office; strong Excel formulas and formatting.
• Excellent organizational and verbal/written communication skills.
• A team player with multitasking ability and attention to detail.
• In-office presence is required.

Responsibilities

• Create a professional and welcoming experience for visitors.
• Maintain clean and welcoming general office conditions for guests and staff.
• Handle incoming mail and prepare outgoing mail using various methods (US/international mail, UPS, FedEx, certified mail).
• Assist in arranging client or internal meetings, book hoteling spaces, and coordinate conference rooms.
• Monitor pooled administration mailboxes and support onboarding procedures.
• Update client data in Dynamics and STAR Practice Management databases.
• Prepare, deliver, and file engagement letters.
• Leverage AI-powered tools to improve efficiency and workflows across functions.
• Familiarity with tax department processes and related workflows.

Skills

Administrative experience

Microsoft Office

Excel skills

Organizational skills

Communication skills

Tools

Dynamics

STAR PM

Job description

Citrin Cooperman offers a dynamic work environment, fostering professional growth and collaboration. Were 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. Theyre 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

• 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).

Qualifications

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.