Office Manager – Firm Administrator (CPA Firm)
We are seeking a highly organized and detail-driven Office Manager – Firm Administrator to join our CPA practice. This pivotal role combines firm administration with tax compliance workflow management, transaction support, and internal firm accounting, ensuring that deadlines are met, client files move without delay, and three licensed professionals are supported by a reliable operating rhythm. The ideal candidate will be proactive, discreet, and exceptionally organized, capable of holding the calendar, the file, and the follow-up across a busy seasonal cycle. This position offers an exciting opportunity to take true ownership of the business side of a growing practice serving closely held businesses and their owners.
Responsibilities
- Own the firm's master due date calendar, including entity, individual, estimate, and extended deadlines, and reconcile the extension list against the full client list at every original due date so no client is unaccounted for
- Prepare, distribute, and track engagement letters, organizers, and document request lists, and log incoming client documents while flagging incomplete submissions for preparer review
- Manage e-file authorizations from issuance through executed signature, monitor acknowledgments daily during filing periods, and route rejections to the responsible professional the same day
- Assemble and deliver completed returns through the client portal or printed packages, distribute K-1s to partners and shareholders, and issue quarterly estimate reminders with vouchers or payment instructions
- Log, calendar, and track taxing authority notices through resolution, maintain Forms 2848 and 8821 and the authorization file, and manage certified mailings with proof of delivery
- Support sell-side merger and acquisition engagements by administering the virtual data room, maintaining the due diligence request tracker, coordinating scheduling among counsel, bankers, and lenders, and managing signature logistics and closing binders
- Handle firm accounting and billing including time and expense entry, work-in-process reporting, invoicing, receivables follow-up, payables, credit card reconciliations, payroll coordination, and monthly close of the firm's books in QuickBooks Online
- Administer document management, records retention and destruction, client portal users, software licenses, and the firm's written information security plan, along with tracking CPA and Enrolled Agent license renewals, CPE, and PTIN renewals
Skills
- Proven experience as an office manager, firm administrator, or senior administrative professional within a CPA firm, law firm, or comparable professional services environment
- Proficiency in QuickBooks Online with hands-on experience in billing, accounts receivable, accounts payable, payroll coordination, and monthly bank and credit card reconciliations
- Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel) along with practice management software, client portals, and electronic signature platforms
- Demonstrated ability to manage hard statutory deadlines across many simultaneous engagements without allowing items to sit waiting on an unasked question
- Exceptional discretion in handling confidential client, tax, and transaction information, including strict adherence to engagement confidentiality protocols
- Excellent organizational skills with the ability to prioritize and re-prioritize efficiently through compressed filing periods
- Strong written and verbal communication skills with careful proofreading ability and professional client-facing phone and email etiquette
- Sound judgment in distinguishing matters that can be handled independently from those requiring professional clearance, and comfort escalating promptly with a specific ask and deadline
- Working familiarity with document management conventions, indexing and scanning workflow, and records retention practices
- Customer service orientation with the ability to serve as the first point of contact, triage inquiries, and route technical matters immediately to the appropriate professional
This role is an excellent opportunity for a motivated professional who wants genuine ownership of a firm's administrative and financial operations rather than a narrow support function. We value people who anticipate what is coming, close loops without being asked, and take pride in a practice that never misses a deadline.
Pay: $26.00 - $38.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Health insurance
- Paid time off
Work Location: In person
