Office Manager​/Firm Administrator

Office Manager / Firm Administrator

The ideal candidate is a proactive self-starter who thrives in a fast-paced, deadline-driven environment and enjoys wearing multiple hats. Previous experience working in a CPA firm, tax practice, accounting firm, financial services organization, or a similar professional services environment is required. Candidates should possess exceptional organizational skills, strong attention to detail, excellent customer service and communication abilities, and proficiency with Microsoft Office.

Experience with Quick Books, tax software, billing, accounts receivable, payroll support, and digital document management systems is highly desirable. If you're looking for a long-term opportunity with a collaborative, close-knit team where your contributions will make a meaningful impact, we'd love to hear from you.

• Office Operations
• Manage daily administrative operations for the CPA practice
• Answer client inquiries and provide outstanding customer service
• Maintain organized electronic and paper filing systems
• Coordinate office vendors, equipment, supplies, and maintenance
• Order office supplies and maintain inventory
• Coordinate shredding, copier service, postage equipment, and IT support vendors
• Maintain office procedures and operational documentation
• Tax Return Administration
• Coordinate the administrative workflow for tax returns from preparation through final delivery.
• Responsibilities include:
• Monitor electronic filing acknowledgements
• Print IRS acceptance forms and required documentation
• Assemble completed tax return packages
• Prepare estimated tax vouchers and client packets
• Upload and organize client documentation within firm document management systems
• Update tax return status in Drake Software
• Maintain client workflow tracking
• Prepare invoices
• Process mailing, pickup, electronic delivery, and paperless returns
• Process New York electronic filing requirements
• Maintain digital client files
• Client Document Management
• Receive and organize client tax documents
• Scan and digitally index client records
• Upload documentation to Share File and Google Drive
• Maintain physical and electronic filing systems
• Ensure documents are routed appropriately to accountants
• Track client document receipt and return completion
• Billing & Accounting Support
• Prepare client invoices
• Process monthly recurring client billing
• Record client payments
• Prepare bank deposits
• Reconcile payment records
• Maintain billing spreadsheets
• Assist with bookkeeping and administrative accounting tasks
• Monitor accounts receivable
• Send monthly statements to outstanding clients
• Payroll & Administrative Support
• Assist with administrative financial functions including:
• Payroll processing support
• Payroll tax submissions
• Insurance renewals
• Subscription renewals
• Miscellaneous administrative reporting
• General filing and special projects
• Tax Season Responsibilities
• During tax season (January through mid-April), this role becomes highly workflow focused.
  
  Responsibilities include:
• Manage daily client sign-in process
• Organize incoming tax documents
• Scan and distribute client files
• Update tax workflow systems
• Maintain document tracking logs
• Notify accounting staff of new client submissions
• Prepare completed tax returns for delivery
• Support approximately 200+ overtime hours during peak season as business needs require
• Vendor Management
• Coordinate relationships with vendors including:
• IT Support
• Building management
• Office supply vendors
• Copier vendors
• Mailing equipment vendors
• Tax software providers
• Document destruction services

• 3–5 years of office management or administrative experience
• Exceptional organizational skills
• Strong customer service skills
• Ability to multitask in a deadline-driven environment
• High attention to detail
• Professional written and verbal communication
• Microsoft Office proficiency
• Experience maintaining confidential information

• CPA, tax, bookkeeping, or public accounting experience
• Drake Tax Software experience
• Quick Books experience
• Share File or document management software
• Google Workspace
• Accounts receivable and billing experience
• Payroll processing experience
• Preferred Skills
• Project coordination
• Process improvement
• Time management
• Problem…