Administrative Assistant, Firm Operations (52745)

Citrin Cooperman; Woodbridge Township (NJ); Sur place; USD 40 000 - 56 000; Plein temps

Résumé du poste

Citrin Cooperman in Iselin, NJ is seeking an Administrative Assistant to join the Firm Operations team within the Administrative Support department. The role supports all aspects of office conditions, workflow, and staff engagement, reporting to the Office Manager and Regional Office Director.

The ideal candidate will handle reception, mail, meetings, and inventory while leveraging AI-powered tools to improve efficiency. In-office presence is required at the Iselin location.

Qualifications

• 2+ years of administrative experience (professional services environment preferred).
• Proficiency in Microsoft Office; strong Excel skills (tables, formulas, formatting).
• Strong organizational and communication skills; detail-oriented.
• Willing to work overtime during tax busy seasons (spring/fall).
• In-office requirement based on specific office location.

Responsabilités

• Maintain front office operations with reception coverage and call management.
• Ensure clean, welcoming office conditions for guests and team members.
• Lead event planning and coordination with vendors and staff.
• Handle incoming/outgoing mail with various delivery methods.
• Arrange client or in-house meetings and manage conference rooms.
• Monitor and manage office inventory and shared mailboxes.
• Maintain client data updates across databases.
• Provide support to Tax Operations during peak periods.
• Assist with onboarding procedures and setup in firm systems.

Connaissances

Microsoft Office

Excel functions

Team player

Attention to detail

Verbal and written communication

Multi-tasking

Outils

Axcess Tax

CCH Workflow

CCH Document

SafeSend

Avalara

Description du poste

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 at our Iselin, NJ location. 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.
• Lead event planning and execution efforts, coordinating cross‑functional teams, external vendors, and event logistics to successfully support organizational goals and engagement initiatives.
• 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 a multitude of databases.
• Provide supplemental administrative and operational support to Tax Operations during peak periods to help ensure seamless workflow and timely completion of deliverables.
• Familiarity with collating and e‑filing of tax returns, extensions and information returns (W‑2, 1099, 1042S) is a plus. Leverage AI‑powered tools and technologies to improve operational efficiency, streamline workflows, enhance productivity, and support data‑driven decision‑making across business functions.
• Assist with new client onboarding procedures and set up in all applicable firm and tax systems.
• Assist with ad‑hoc projects (as needed).
• Familiarity with tax department processes, workflow, software and applications is a plus (Axcess Tax, CCH Workflow, CCH Document, SafeSend, Avalara, etc.)
• Understanding Tax, Advisory and Audit engagement letter/MSA/SOW/7216 compliance and associated workflows.

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
• Work overtime and weekends (as needed) during the spring and fall tax busy season (January 1 through April 15 and August 15 through October 15)
• In‑office requirement based on specific office location