Office Services Coordinator

CohnReznick currently has an exciting career opportunity to join our Administrative team as an Office Services Coordinator.  This position requires daily, on-site presence in the Holmdel Office.

If you are:

• A highly dedicated professional with impressive credentials and driven by new challenges and growth opportunities
• A team player who believes in providing world-class internal and external client service
• Looking for a work environment that values and promotes camaraderie, collaboration and giving back to the community

Look ahead. Imagine more. And consider joining the CohnReznick team.

We offer:

• Endless opportunities to contribute to the 11th largest professional services firm in the US
• A unique culture that values collaboration in everything we do
• A team of professionals driven by a sense of excellence, integrity, commitment to lifelong learning, respect for one another, adaptability, and making a difference
• A network of 2,700 professionals committed to a diverse and inclusive workplace and giving back to the communities in which we live and work
• Varied career paths supported by strong professional development programs and resources

Office Coordinator:

• Frontline contact for employee and guests; greeting and assisting visitors, vendors clients and new hires to the office

• Contacting and escorting outside vendors around the office as they perform maintenance service and repair (TV, plants, coffee stations, etc.)
• Serve as a first point of contact for internal and external communication, using sound judgment in screening and responding to inquiries, prioritizing calls that need immediate attention, and triaging/resolving as appropriate

• Monitor Office Services mailbox for general business support needs and requests

• Communicating with facility management on any office repairs and maintenance as needed; submits service tickets in building property management system; inform building security regarding visitor access to the building
• Knowledge of reservation system and assisting employees with workplace seating
• Attending to general issues and fixing simple problems; including IT support matters
• General administration work such as operate copy/scanner, prep work for scanning and, print and bind projects, as needed (Financial Services)

• Manage meal accounts

• Management of assigned lockers
• Create and send Certified/FedEx
• Ordering of stationery and tax/financial covers

• Process Daily Check Deposits

• Conduct new hire orientation training
• Employee expense reports – review/approve
• Notary Public (we will certify)
• Reviews, codes, and processes vendor invoices

• Review and post employee expense reports
• Financial Statements for Quality Control – Printing, binding, and sending to clients
• Gather Marketing/Recruiting supplies
• Processing of paper tax returns
  • Print paper tax returns and attachments through GFR when requested – print labels for envelopes being sent to taxing authorities, put a red “X” on the signature and date lines and add “Sign and Date Labels” – put in pocket on left hand side of folder. Print out client copy of tax returns, insert Federal and state tabs and acco in on right side of blue folder. Prepare label for front of folder.
  • Firm Flow access to route accordingly
• Scanning 1040 client documents
  • Client tax information that is mailed in is put in blue scanning folder. Prepare cover page for documents. The next step is to insert the scanning sheets (next bullet).  Once completed the firm flow is routed to HOLM Upfront Scanning and put in the 1040 scanning bin in the workroom.  This will be picked up and scanned.  Once scanned the firm flow is routed to PARS Upfront Scanning for the creation of the Caseware file. 
• Insert 1040 Scanning Sheets
  • Identify 1040 client documents with the ability to insert the correctly colored target sheets in the appropriate spots to be scanned and uploaded to CaseWare.
• Answer phones and route voicemail to respective employees; including e-fax

• Coordinates and/or schedules internal and external meetings
• Arrange in-house trainings, reserve/manage meeting room availability, coordinate attendees, and arrange meal service
• Assists with planning, organizing, and facilitating office events
• Catering (including dietary restrictions) and replenishing of snacks; setup assistance with social events and food deliveries; purchasing and inventory supply

• Retrieve mail and packages daily, sort mail, delivery of certified, checks, scan, and email other mail to appropriate parties

• Assists with ordering general office supplies, pantry supplies, toners, letterhead and as needed; maintain office and kitchen inventory as it arrives

• Operates manual and electrical mailing equipment; run mail thru Postage Meter

• Daily maintenance of copiers and printers, including toner, paper supplies and scheduling service as needed; schedule service, change toner, order toner for printers/copiers
• Arrange for courier service as needed

• Clean coffee machines on daily/weekly basis
• Running errands (bank deposits) and making deliveries around the office or to external parties
• Oversee general activities and maintain general upkeep of office; ensure office cleanliness of office premises
• Report any updates or pertinent issues that need addressing to the Director of Operations and aassists with special projects
• Handling a variety of day-to-day office and clerical tasks; ad hoc administrative duties

Required Skills:

• Minimum 5+ years of reception/concierge work experience required
• Administrative support work, office practices and administrative procedures experience is a plus
• Highly motivated with excellent organizational and interpersonal skills
• Basic knowledge of MS Office – especially, Word, Excel, Outlook, and Adobe
• Tech savvy with the ability and desire to embrace necessary software applications to learn new computer programs
• Strong written and verbal communication skills
• Knowledgeable of business grammar and basic proofreading skills
• Professional demeanor and appearance necessary at all times
• Demonstrated client focus experience interacting with senior level executives
• Superior organizational and follow-through skills with strong attention given to details and deadlines
• Ability to operate with a sense of urgency
• Ability to work independently with limited supervision as well as work cooperatively with all levels of management and employees
• Proven ability to work in a high-volume, fast-paced, deadline driven environment and handle multiple projects while prioritizing, planning, and organizing projects simultaneously
• Flexibility to change direction frequently between tasks and between different clients
• Capability to work in a fast-paced environment and meet deadlines
• Demonstrated team player with a flexible personality and positive attitude
• Open to constructive feedback and on-going self-improvement
• Flexibility to work additional hours during peak periods of the year
• Reliable and dependable

Why CohnReznick?

• Endless opportunities to contribute to one of the largest professional services firm in the US
• Network of 2,700 professionals committed to a diverse and inclusive workplace and giving back to the communities in which we live and work
• Creative culture that values collaboration in everything we do
• Team of professionals motivated by a sense of excellence, integrity, commitment to lifelong learning, respect for one another, adaptability, and making a difference
• Varied career paths supported by strong professional development programs and resources

Work Perks:

• Competitive salary and benefits
• 25 days of Paid Time Off 
• Flexible work environment

Learn more

www.cohnreznick.com

Connect with us

www.linkedin.com/company/cohnreznick-llp

www.facebook.com/cohnreznick

https://twitter.com/cr_careers 

CohnReznick is an organization committed to diversity and inclusion to drive our business results and create a better future every day for our diverse employees, clients, partners, and communities. We believe a diverse workforce allows us to match our growth ambitions and drive inclusion across the business. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, or protected veteran status and will not be discriminated against on the basis of disability.  For more information, please see Equal Employment Opportunity Posters

Equal Opportunity/Affirmative Action Employer Minorities/Females/Protected Veterans/Persons with Disabilities

Employment is subject to verification of pre-screening tests, which may include background check and credit check

If you are an individual with a disability in need of assistance at any time during our recruitment process, please contact us at CRaccommodation@cohnreznick.com Please note: This email address is reserved for individuals with disabilities in need of assistance and are not a means of inquiry about positions or application statuses.

CohnReznick does not accept unsolicited resumes from third-party recruiters unless such recruiters are currently engaged by CohnReznick Talent Acquisition Team by way of a written agreement to provide candidates for a specified opening. Any employment agency, person or entity that submits an unsolicited resume does so with the understanding that CohnReznick will have the right to hire that applicant at its discretion without any fee owed to the submitting employment agency, person or entity.

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