Administrative Assistant, Firm Operations (52600)

Citrin Cooperman; Coral Gables (FL); On-site; USD 40,000 - 55,000; Full time

Job summary

Citrin Cooperman seeks an Administrative Assistant to join the Firm Operations team within the Administrative Support department. They’ll support office conditions and assist the Office Manager and Regional Office Director to maintain workflow and a collaborative CC culture.

The role includes coordinating meetings, mail handling, front desk operations, and supporting ad-hoc projects while leveraging Dynamics and STAR Practice Management for data updates.

Qualifications

• 2+ years of administrative experience (professional services environment preferred).
• Proficiency in Microsoft Office and Excel functions (tables, formulas, formatting).
• Strong organizational and written/verbal communication skills.

Responsibilities

• Maintain front office operations with reception coverage and visitor experience.
• Maintain clean and welcoming general office conditions for guests and team members.
• Handle incoming mail, scanning, distribution, and outgoing mail via various methods (US/international mail, UPS, FedEx, certified mail).
• Assist the Office Manager with arranging client or in-house meetings, managing hoteling spaces, and coordinating conference rooms.
• Communicate inventory usage and replenishment needs to the Office Manager.
• Monitor and manage pooled administration mailboxes.
• Manage client data updates in Dynamics and STAR Practice Management databases.
• Provide supplemental administrative and operational support to Tax Operations during peak periods.
• Assist with new client onboarding procedures and with ad-hoc projects as needed.

Skills

Administrative experience

Microsoft Office

Excel

Team player

Attention to detail

Communication skills

Tools

Dynamics

STAR Practice Management

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

• Maintain front office operations by providing reception desk coverage, managing incoming telephone calls, directing inquiries, and ensuring a professional and welcoming experience for visitors.
• Maintain clean and welcoming general office conditions for guests and team members.
• Handle incoming mail by opening, scanning, and distributing it, as well as prepare 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 meals, coordinating office events, and setting up/breaking down conference rooms.
• Communicate common office inventory usage and replenishment needs to the OM.
• Monitor and manage pooled administration mailboxes.
• Manage client data updates by assisting with and maintaining Dynamics and STAR Practice Management databases.
• Provide supplemental administrative and operational support to Tax Operations during peak periods to help ensure seamless workflow and timely completion of deliverables.
• Assist with new client onboarding procedures.
• Assist with ad-hoc projects (as needed).

Qualifications

The ideal candidate must:

• Have 2+ years of administrative experience (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.
• Be a team player with the ability to multi-task and pay strong attention to detail.
• Possess strong organizational skills, including but not limited to verbal and written communication skills.
• Have the capacity to work overtime (as needed).
• In-office requirement based on specific office location.