Office Operations Coordinator

2 weeks ago

Dublin, Ohio, United States Rea & Associates Full time
Job Overview

Rea & Associates is a reputable Top 100 Accounting firm that specializes in taxation, financial management, and business advisory services. Our organization is dedicated to fostering a 'People First' environment, prioritizing the well-being and professional growth of our employees. With a workforce of over 400 professionals and multiple locations across Ohio, we promote a culture that values work-life balance, competitive remuneration, and an extensive benefits package.

The Office Operations Coordinator plays a pivotal role in delivering administrative assistance to the IT department, particularly to IT leadership, ensuring seamless operations and effective workflow. This position involves utilizing administrative frameworks, protocols, and policies while overseeing and executing various administrative responsibilities and projects.

Key Responsibilities

  • Offer administrative support to the department, including managing phone communications, organizing appointments, and overseeing calendars.
  • Coordinate and arrange meetings, conferences, and training sessions for the team, including logistics for rooms, technical resources, and catering services.
  • Draft meeting agendas, record minutes, and distribute relevant materials as necessary.
  • Assist in the development, formatting, and dissemination of departmental documents, reports, and presentations.
  • Prepare expense reports for management, ensuring all supporting documentation is submitted promptly.
  • Create and maintain standard operating procedures (SOPs) for assigned tasks.
  • Ensure that all office supplies, including those for the local office, are consistently ordered and stocked.
  • Organize travel arrangements for assigned management and department as required.
  • Monitor and maintain records of all software license procurement and lifecycle.
  • Review contracts and negotiate terms with various software vendors, obtaining competitive quotes when necessary.
  • Audit and compile firm-wide license cost allocation across all business units.
  • Manage correspondence via mail, email, and fax.
  • Assist management with time and expense tracking.
  • Support the tracking of departmental expenditures, processing invoices, and maintaining budget documentation.
  • Generate and maintain reports as assigned.
  • Engage with clients and visitors both in person and over the phone.
  • Conduct research, analyze data, and compile detailed reports and presentations for business development initiatives, both internally and externally.
  • Provide reception and office services support as needed (e.g., mail handling, filing, stocking kitchens).
  • Help maintain the professional appearance of conference rooms and common areas.
  • Assist team members with ad-hoc administrative tasks and special projects as required.

Knowledge, Skills, & Abilities

  • Embraces core values of Integrity, Continuous Improvement, Grit, Stewardship Mindset, and Innovation, demonstrating resilience, ethical conduct, and a proactive approach to personal and organizational growth.
  • Ability to represent the firm positively and professionally while maintaining an approachable demeanor.
  • Exhibits excellent verbal and written communication skills, including a strong command of grammar and punctuation.
  • Experience in vendor management and negotiations.
  • Capable of delivering high-quality customer service while effectively engaging with professionals at all levels, including clients and internal teams.
  • Adept at working in a deadline-driven environment, managing multiple projects and tasks with meticulous attention to detail.
  • Skilled in multitasking, both independently and collaboratively with administrative or management professionals.
  • Understands and upholds the confidentiality of all information.

Qualifications

  • High School Diploma, GED, or equivalent required.
  • Associate's degree preferred.
  • A minimum of 3 years of experience as an administrative or executive assistant in a fast-paced service environment.
  • Certification as an Administrative Professional (CAP) or similar credential preferred.
  • Willingness to travel up to 10% for offsite team-related events and meetings as necessary.
  • Advanced proficiency in Microsoft Office Suite.
  • Possesses advanced knowledge of popular word processing and administrative software.

Benefits

Rea & Associates provides a comprehensive array of benefits designed to support our employees' health, wellness, and financial aspirations.

  • Health Care Plan (Medical, Dental & Vision)
  • Retirement Plan (401k with 3% contribution)
  • Life Insurance (Basic, Voluntary & AD&D)
  • Family Leave (Maternity, Paternity)
  • Short Term & Long Term Disability
  • Training & Development Opportunities
  • 'Work From Anywhere' Flexibility
  • Wellness Resources
  • Four (4) weeks of Paid Time Off (PTO)
  • Twelve (12) paid holidays, including three (3) floating holidays.

Rea & Associates, Inc. is committed to providing equal employment opportunities for all individuals, regardless of race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), age, ancestry, military status, national origin, genetic information, disability, or other characteristics protected by applicable law. Equal opportunity extends to all aspects of the employment relationship, including hiring, transfers, promotions, training, terminations, working conditions, compensation, benefits, and other terms, conditions, or privileges of employment.

Rea & Associates does not accept unsolicited resumes from individual recruiters or third-party recruiting agencies without prior approval from Rea's Talent team. Pre-approval is required before any external candidate can be submitted. Rea & Associates will not be responsible for fees related to unsolicited resumes and for candidates who are sent directly to our hiring managers.

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