Office Assistant

CohnReznick• , TX

2d•Onsite

About The Position

CohnReznick is hiring an Office Assistant for its Galveston office. This is a 100% on-site role that must be performed consistently at the assigned office location and requires a daily commute. The Office Assistant helps ensure smooth daily office operations by providing reception, administrative, facilities, mailroom, equipment, and customer-service support to employees and visitors. The role also provides support to the Office Coordinator, Office Manager, and other business units, and may assist with special projects, busy periods, office events, and after-hours needs. The position requires a high school diploma or equivalent and 3–5 years of experience in administrative support, office services, or related office operations. An associate degree and experience supporting professionals, managers, or senior-level executives are preferred. The successful candidate brings strong customer-service, communication, organization, multitasking, follow-through, and problem-solving skills; maintains discretion with confidential records; and is proficient with Microsoft Outlook and familiar with Word, Excel, and other Microsoft Office applications. Additional hours may be needed during peak business periods and special events.

Requirements

High school diploma or equivalent required.
3–5 years of experience in administrative support, office services, or related office operations roles.
Experience working in a fast-paced, deadline-driven environment.
Exceptional customer service and a client-focused mindset.
Strong verbal and written communication skills, including business grammar and proofreading abilities.
Excellent organizational, time-management, and multitasking skills, with strong attention to detail.
Ability to prioritize competing responsibilities and meet deadlines in a high-volume environment.
Ability to work independently with limited supervision and collaborate effectively with team members at all levels.
Professional demeanor, appearance, and interpersonal skills.
Adaptability and flexibility to shift priorities and manage changing business needs.
Strong follow-through and problem-solving abilities.
Reliable, dependable, highly motivated, and positive attitude.
Ability to accept constructive feedback and commitment to continuous improvement.
Ability to maintain confidentiality and exercise discretion when handling sensitive information.
Willingness to work additional hours during peak business periods and special events as needed.
Proficiency with Microsoft Outlook and working knowledge of Microsoft Word, Excel, and other Microsoft Office applications.
Comfort learning and using new technology, software applications, and office systems.
General knowledge of office practices, procedures, and administrative support functions.

Nice To Haves

Associate degree preferred.
Experience supporting professionals, managers, or senior-level executives preferred.

Responsibilities

Serve as the first point of contact for employees, visitors, clients, vendors, candidates, and new hires, providing a professional and welcoming experience.
Answer and manage multiple phone lines, direct calls, and respond to general inquiries.
Greet visitors and guests, escort them to conference rooms, and offer refreshments as appropriate.
Schedule meetings and reserve conference rooms, training rooms, and other shared office spaces.
Receive and coordinate incoming vendor and delivery services.
Handle administrative, clerical, and customer-service tasks that support daily office operations.
Maintain the appearance and organization of common areas, conference rooms, and reception spaces, including replenishing supplies and tidying workspaces.
Coordinate food deliveries, meeting setups, and event-related cleanup.
Monitor, clean, and maintain office kitchen equipment, including coffee machines and refrigerators.
Inventory, order, stock, and replenish office, kitchen, and breakroom supplies, snacks, and refreshments.
Maintain copiers, printers, and other office equipment by replenishing paper and toner, troubleshooting minor issues, and coordinating service calls as needed.
Operate copiers, scanners, postage meters, and binding equipment.
Prepare documents for scanning, copying, printing, binding, and distribution.
Submit maintenance and repair requests to building management and facilities teams and follow through to resolution.
Coordinate and escort vendors providing office maintenance, repair, or installation services.
Monitor and respond to requests received through the Office Services mailbox.
Process incoming and outgoing mail by sorting, distributing, scanning, and electronically forwarding correspondence to appropriate recipients.
Retrieve and distribute mail, packages, certified mail, and deliveries daily.
Prepare and ship packages and documents using FedEx, certified mail, courier services, and other delivery providers.
Monitor the shared eFax mailbox and distribute received documents appropriately.
Order and maintain inventory of stationery, letterhead, presentation materials, and specialty business forms.
Assist with document-processing projects, including scanning and handling tax return documentation and other confidential records.
Provide administrative support to the Office Coordinator, Office Manager, and other business units as needed.
Serve as a flexible resource during special projects, busy periods, office events, and after-hours support needs.
Collaborate with team members to provide cross-functional backup coverage and ensure continuity of office operations.
Perform other related duties and responsibilities as assigned.