Administrative Assistant, Firm Operations (52601)

Citrin Cooperman; Fort Lauderdale (FL); On-site; USD 38,000 - 52,000; Full time

Job summary

Citrin Cooperman is seeking an Administrative Assistant to join our Firm Operations team within the Administrative Support department in Fort Lauderdale, FL. The role supports the Office Manager and Regional Office Director, handling front desk duties, mail, meetings, and general office workflow.

Ideal candidates have 2+ years in administrative roles, are proficient with Microsoft Office and Excel, and can multi-task in a fast-paced, professional services environment.

Qualifications

• 2+ years of administrative experience in a professional services environment preferred.
• Proficient with Microsoft Office; advanced Excel skills (tables, formulas, formatting)
• Strong organizational, verbal, and written communication skills.

Responsibilities

• Maintain front office operations with reception duties and visitor greeting.
• Keep general office conditions clean and welcoming for guests and staff.
• Handle incoming mail, scans, and outgoing mail via USPS, international mail, UPS, FedEx, and certified mail.
• Assist Office Manager with arranging client or in-house meetings, hoteling spaces, event details, meals, and conference room setup/breakdown.
• Communicate inventory usage and replenishment to the Office Manager.
• Monitor and manage pooled administration mailboxes.
• Maintain client data updates in Dynamics and STAR Practice Management databases.
• Provide support to Tax Operations during peak periods to ensure timely deliverables.
• Assist with new client onboarding procedures.
• Assist with ad-hoc projects as needed.

Skills

Microsoft Office

Excel

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 or more 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.