What are the responsibilities and job description for the Office Senior Associate position at Crowe?

Your Journey at Crowe Starts Here :

At Crowe, you can build a meaningful and rewarding career. With real flexibility to balance work with life moments, you're trusted to deliver results and make an impact. We embrace you for who you are, care for your well-being, and nurture your career. Everyone has equitable access to opportunities for career growth and leadership. Over our 80-year history, delivering excellent service through innovation has been a core part of our DNA across our audit, tax, and consulting groups. That's why we continuously invest in innovative ideas, such as AI-enabled insights and technology-powered solutions, to enhance our services. Join us at Crowe and embark on a career where you can help shape the future of our industry.

Job Description :

The Shared Services Facilities Senior Associate is a dynamic position which entails providing comprehensive administrative support, orchestrating events, and spearheading projects and programs to ensure a superior client experience. The incumbent will work in close partnership with their supervisor, office colleagues, the IT support team, Shared Services teams, and market facing teams to devise, implement, and oversee a range of office functions, event execution and logistics, and intake processes.

The Facilities Senior Associate will execute responsibilities as stipulated in our Service Level Agreements (SLA), adhering to the rigorous policies and procedures set forth by the Shared Services Centers for Events and Meetings, Intake Services and Office Services. This role encompasses the meticulous organization of meeting and event spaces, including setup and teardown, managing event technology, conducting thorough facilities inspections, and upholding a secure, welcoming environment for all. As the initial point of contact, the coordinator will manage facility access, deliver outstanding customer service, and act as a resource for information regarding office amenities and operations. In times of conflict or emergency, the coordinator will be the primary on-site responder, adept at conflict resolution and emergency response.

The Facilities Senior Associate will also liaise with IT, to ensure that the office is equipped with the necessary technology and furnishings, all maintained in optimal condition. A deep understanding of safety and security protocols, business continuity planning, and compliance with both firm and landlord safety standards is essential to this role, ensuring a secure and compliant office environment.

The successful candidate should be an advocate for continuous improvement, demonstrate excellent attention to detail, and a comprehensive skill set encompassing people management, communication, project coordination, organization, and process management. Knowledge of internal business practices and priorities is essential to support various projects with a commitment to quality, precision, and confidentiality. Exceptional communication skills are critical, as this role involves interactions with practice leaders across BUs, including Risk and Compliance Leaders. Technical proficiency in work request management, financial tracking, and general service platforms such as Workday, ServiceNow and other Finance and People Management related tools, Microsoft Word, Excel, PowerPoint, and other applications, is crucial. The expertise is necessary to ensure that the team's work complies with Firm Standards. The position reports to the Event and Office lead or Regional Leader, depending on the tier classification for their assigned office, and is a member of the Shared Services Business Unit. This role requires you to be onsite in your assigned location.

Crowe is passionate about managing to and improving sustainability goals. This role demands strong understanding of options and resources to support cultural and religious diversity and dietary requirements and a strong desire to improve best practices and ensure all processes, policies, programs and related suppliers / vendors and venues employ sustainable practices to ensure meetings and events embrace environmental stewardship and reflect Crowe's sustainability goals.

Responsibilities :

Lead daily office operations and facilities support as described above and, including, but not limited to the following :

Administer incoming and outgoing U.S. mail, FedEx, and courier services.

Monitor all outgoing trackable shipments, including FedEx and certified US mail to ensure timely deliver and monitor any delays or issues with critical shipments.

Manage and support the processes and procedures over outgoing mail, certified, and FedEx shipments.

Maintain office supplies in all common areas as well as support on-going maintenance of these areas.

Coordinate and serve as a local contact for office vendors and facilitate office maintenance needs.

Support visitor management systems and workspace management.

Serve as a local office safety coordinator and first responder including maintaining associated supplies and equipment.

Develop, format, and edit a variety of documents, spreadsheets, presentations, or other deliverables.

Assist with light production of documents, including scanning, photocopying, binding, assembly, and delivery.

Working with Firmwide Real Estate on space improvements and design, space utilization reporting, and safety and security.

Collaborate with their direct supervisor and Office Managing Partner (OMP) on local office communications, managing the local office budget, leading business planning and strategic office initiatives.

Implement and adhere to firmwide policies and standards in local office.

Collaborate with their direct supervisor and Shared Services Center Leaders and across the office related teams to ensure administration of all office related support and activities.

Coordinate workflow and support deliverables through completion and facilitate communications associated with client work and business processes.

Aid and answer questions on processes, formatting and utilizing software, systems, and work tools.

Create, edit, format, proofread and process reports using the Microsoft Office suite, or utilize other specialized software, using various styles with multiple page layouts, headers / footers, graphs / charts / tables, and mappings and utilizing Firm standards.

Review and supervise the work of Associates working within the same office.

Work with internal customers, the shared services center leaders and leads, and others to inform of process, technology, template, and training enhancement opportunities.

Provide consistent, high quality and on-time delivery of service.

Interact with client service teams to ensure timely and accurate work preparation, completion, and problem resolution.

Ensure integrity of data entered in the systems used by the team.

Utilize tracking systems to ensure all requests are assigned and are completed timely.

Commit and contribute daily as needed to ensure BU SLAs are either met or exceeding performance expectations.

Collaborate to ensure work requests and related tasks move through the appropriate workflows in a timely manner.

Ensure compliance with Firm and BU specific policies, processes, and deliverable requirements.

Collaborate with BU Leads to expedite the review and execution of various work requests.

Assist, as needed, in addressing and implementing opportunities and providing insights to drive greater efficiencies in work processes, procedures, and workflows, reporting, and use of technology and lead the implementation of changes and improvements.

Work with client service teams on complex requests.

Conduct training with Team members as needed.

Qualifications :

Ability to build strong respectful and professional working relationships at all levels, internal and external to the Firm.

Strong work ethic and desire to produce results as part of a successful practice.

Strong verbal communication and people related skills.

Advanced level of expertise in Microsoft Word, including formatting complex documents using various styles with multiple page layouts, tables / charts / graphics, and headers / footers, Excel, PowerPoint as well as other web based and database solutions, with the ability to quickly learn other programs and applications.

Excellent project management and organizational skills with the ability to multi-task and prioritize to complete work and projects.

Strategic awareness and ability to bring ideation and efficiencies to projects and processes and champion efforts related to change management and operational effectiveness.

Requirements :

3-5 years of experience.

Background in professional services operations.

Bachelor's or Associates degree in business or relevant field is preferred.

Preferred Knowledge and Skills :

Experience in the professional services industry.

Experience with work request applications.

Experience working with client service teams to maintain Firm standards.

Professional presence, positive attitude, and exceptional client service skills.

Highly effective written and verbal communication skills.

Ability to exercise a high level of confidentiality in all information, work products and communications.

Process orientation and analytical skills to identify and report trends and make recommendations.

Problem solving and technical troubleshooting skills with ability to apply logic to find solutions while learning and applying various ways in which to make revisions using software applications.

Ability to use initiative and judgment in managing work.

Agile and flexible with ability to demonstrate openness to new challenges, opportunities, and continuous learning.

Ability to understand and strictly adhere to the brand and quality standards and procedures established by Crowe.

High energy level and ability to function in fast-paced, high stress situations attributed to tight deadlines and multiple client or team needs.

Accepts and manages ambiguity / complexity and guides others in dealing effectively with change barriers and constraints.

Superior attention to detail, especially with financial analyses, and written narratives.

Ability to timely resolve complaints and concerns.

Patient and adaptable to change.

A dditional Job Description :

This role requires you to be onsite in your assigned location.

Ability to work flexible schedule and hours based on project work and peak busy times.

Overtime may be expected especially during peak busy times.

Ability to travel for training sessions, meetings or events as needed.

This position may need to travel to the Plano, TX office as needed for coverage

We expect the candidate to uphold Crowe's values of Care, Trust, Courage, and Stewardship. These values define who we are. We expect all of our people to act ethically and with integrity at all times.

The wage range for this role takes into account the wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and organizational needs. The disclosed range estimate has not been adjusted for the applicable geographic differential associated with the location at which the position may be filled. At Crowe, it is not typical for an individual to be hired at or near the top of the range for their role and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current range is $21.75 - $44.50 per hour.

Our Benefits :

Your exceptional people experience starts here. At Crowe, we know that great people are what makes a great firm. We care about our people and offer employees a comprehensive total rewards package. Learn more about what working at Crowe can mean for you!

How You Can Grow :

We will nurture your talent in an inclusive culture that values diversity. You will have the chance to meet on a consistent basis with your Career Coach that will guide you in your career goals and aspirations. Learn more about where talent can prosper!

More about Crowe :

Crowe (www.crowe.com) is one of the largest public accounting, consulting and technology firms in the United States. Crowe uses its deep industry expertise to provide audit services to public and private entities while also helping clients reach their goals with tax, advisory, risk and performance services. Crowe is recognized by many organizations as one of the country's best places to work. Crowe serves clients worldwide as an independent member of Crowe Global, one of the largest global accounting networks in the world. The network consists of more than 200 independent accounting and advisory services firms in more than 130 countries around the world.

Crowe LLP provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Crowe LLP does not accept unsolicited candidates, referrals or resumes from any staffing agency, recruiting service, sourcing entity or any other third-party paid service at any time. Any referrals, resumes or candidates submitted to Crowe, or any employee or owner of Crowe without a pre-existing agreement signed by both parties covering the submission will be considered the property of Crowe, and free of charge.

Salary : $22 - $45

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