Office Administrator

About the role:
Step into a central role where you become the organizational heartbeat of a high‑performing accounting practice. As the Office Administrator, you’ll manage the front office, support CPAs and partners, and keep essential workflows running during the busiest seasons of the year. If you love being the go‑to person, thrive in a fast‑paced environment, and enjoy making operations smoother for everyone around you, this position gives you visibility, responsibility, and the chance to build your skills in bookkeeping, tax administration, and client service.

Position Summary:
The Office Administrator plays a key support role in the daily operations of this fast‑paced accounting firm. This position supports CPAs, partners, and administrative staff through clerical organization, front‑office management, client interaction, and light bookkeeping and billing tasks. The ideal candidate is detail‑oriented, organized, professional, and comfortable working with confidential financial documents.

Key Responsibilities:

• Answer and route incoming phone calls in a professional manner.
• Greet and assist clients, ensuring a positive in‑office experience.
• Serve as a liaison between clients and accounting staff, collecting required documents or information as needed.
• Maintain organized filing systems (paper and electronic).
• Manage information flow for tax season and client projects.
• Scan, label, and organize tax documents and supporting financial records for CPA review.
• Assist with billing tasks, including preparing invoices and tracking payments.
• Support bill‑pay processes and light bookkeeping duties for select clients.
• Update internal records and ensure billing accuracy.
• Handle e‑file administration for tax documents, ensuring compliance and accuracy.
• Track submission status and maintain documentation logs.
• Coordinate with CPAs to finalize and transmit completed tax returns.
• Maintain office supplies and support a clean, organized workspace.
• Assist with scheduling, correspondence, and general office tasks as needed.

Desired qualifications:

• Experience in office administration, preferably in a professional services or accounting environment.
• Strong organizational and multitasking skills.
• Proficiency with office software (Microsoft Office, document scanners, PDF tools).
• High level of professionalism and confidentiality with financial documents.
• Strong communication skills for both client‑facing and internal interactions.