Administrative Operations Specialist I

Cohen & Co; New York (NY); On-site; USD 36,000 - 39,000; Full time

Job summary

Cohen & Co is seeking an Administrative Operations Specialist for a Full-Time, in-person role supporting both the New York and Philadelphia offices. The position requires splitting time about 50/50 between locations, providing administrative support and ensuring a seamless client and team member experience.

Ideal candidates have 0–2 years of administrative experience, a warm and professional demeanor, and strong Microsoft Office skills.

Qualifications

• 0-2 years administrative experience preferred.
• Strong customer service experience and professional demeanor.

Responsibilities

• Welcoming visitors and employees.
• Anticipating needs and providing a welcoming experience.
• Answering questions, concerns, and requests from staff and guests.
• Maintaining and organizing conference rooms.
• Scheduling meeting rooms and resolving conflicts.
• Coordinating food and beverage for in-office meetings and events.
• Supporting onboarding of new hires.
• Sorting and handling mail and documents.
• Ordering and maintaining office supplies.
• Assisting with various one-off and recurring administrative tasks.

Skills

MS Office

Customer service

Multi-tasking

Communication skills

Job description

Administrative Operations Specialist

What You’ll Do

At Cohen & Co, people are at the heart of everything we do. Our purpose is to engage, teach, inspire, and improve lives through the power of knowledge and trust. We value great people, teamwork, continuous learning, and a shared commitment to delivering exceptional client service. We're looking for individuals who are adaptable, driven, and excited to grow in an environment that empowers people to make a meaningful impact.

We are seeking a motivated, service-oriented professional to join our team as a Full-Time Administrative Support Specialist, supporting both our New York and Philadelphia offices. This role will split time approximately 50/50 between the two locations, providing administrative support and helping ensure a seamless experience for clients and team members. If you enjoy supporting others, thrive in a fast-paced environment, and bring an entrepreneurial mindset to your work, we'd love to hear from you!

Who You Are

Responsibilities

• Welcoming visitors and employees in a warm and engaging manner
• Anticipating visitor and employee needs and providing a Wow! Experience
• Helping employees and visitors with questions, concerns, and requests
• Maintaining conference rooms
• Assisting with meeting room availability and conflicts
• Food and beverage ordering for in-office meetings, as well as set up and tear down
• Provide support for in-office events
• Handling conference room set up for meetings
• Handling facility maintenance requestsMonitoring email inboxes
• Providing office concierge-type duties, such as directions to our office, where to park, making
• reservations, etc.
• Assisting with onboarding of new hires
• Collating tax returns and 1040 Scanning
• Sorting and handling incoming and outgoing mail
• Ordering and maintaining office supplies
• Handling a variety of one-off and recurring requests which may not be listed here

Qualifications

• 0-2 years Administrative experience preferred
• Ability to remain calm, polite, and patient with guests and employees
• Warm & friendly personality, with ability to put people at ease
• Superior Customer Service Experience
• Demonstrated decision making, analytical and problem-solving skills
• Effectively demonstrate oral, written, and interpersonal communication skills
• Ability to interact with all levels of associates
• Strong organizational skills and ability to manage tasks efficiently
• Polished professional appearance and demeanor
• Ability to multi-task
• Ability to follow established procedures and guidelines
• Proficient skillset in Microsoft Office (Word and Excel)

Work Location & Travel

• This is an in-person role supporting both our New York and Philadelphia offices. This role will regularly travel between locations and should be flexible to work from either office based on business needs.

Who We Are

Sure, we like numbers. (But we’ll never treat you like one.)

At Cohen & Co Our Foundational Principles Offer Insight Into How We Achieve An Inclusive, Growth-oriented Culture That Fuels The Success Of Our Firm, Our Clients And Our People. In Particular, We Honor Our Foundational Principle Of "great People First" By

• Championing the importance of diversity, equity and inclusion by embracing the unique stories, backgrounds, perspectives and ideas that come from our people; and
• Offering a comprehensive and competitive Total Rewardspackage, which allows each employee to use the benefits that best suits their needs. Our offerings go beyond standard options, including time off outside of your standard PTO to give back to the community, annual discretionary merit increases and bonuses, talent development resources to tap into growth opportunities, and so much more!

Learn More About Us!

• Discover our Passion, Purpose & Expertise
• Learn more about our Firm's culture

Estimated Base Range: $26-$28/hour

• Base compensation offered to candidates are determined based on factors such as candidate's relevant skillset, experience, licensure, and certifications, as well as job responsibilities, geography, market considerations, and organizational needs. At Cohen & Co, we don't stop at setting ourselves apart by offering competitive base compensation. As part of our 'great people first' foundational principle, our firm offers a comprehensive and competitive Total Rewards package that allows each employee to design a package that best suits their needs and goes beyond standard options, including time off outside of your standard PTO to recharge and give back to the community, annual discretionary merit increases and bonuses, talent development resources to tap into growth opportunities.

We are an equal opportunity employer and value diversity of thought and background to build an inclusive and energized culture and better meet the needs of our clients.

Agency recruiters may not submit unsolicited candidate information or resumes to any Cohen & Co employee without a recruiting services contract first being entered into with the Cohen & Co Talent Acquisition Team; see policy here.