Office Manager – Firm Administrator (CPA Firm)
Overview
Highly organized Office Manager – Firm Administrator leading firm administration tax compliance workflow management transaction support internal firm accounting ensuring deadlines are met client files move without delay three licensed professionals supported by reliable operating rhythm. Proactive discreet exceptionally organized capable of holding calendar file follow-up across busy seasonal cycle. Exciting opportunity to take true ownership of business side of growing practice serving closely held businesses and their owners.
What You'll Do8
- 1Own the firm`s master due date calendar including entity individual estimate and extended deadlines reconcile extension list against full client list at every original due date so no client is unaccounted for
- 2Prepare distribute and track engagement letters organizers and document request lists logging incoming client documents while flagging incomplete submissions for preparer review
- 3Manage e-file authorizations from issuance through executed signature monitor acknowledgments daily during filing periods route rejections to responsible professional same day
- 4Assemble and deliver completed returns through client portal or printed packages distribute K-1s to partners and shareholders issue quarterly estimate reminders with vouchers or payment instructions
- 5Log calendar and track taxing authority notices resolve maintain Forms 2848 and 8821 authorization file manage certified mailings with proof of delivery
- 6Support sell-side merger acquisition engagements administer virtual data room maintain due diligence request tracker coordinate scheduling among counsel bankers and lenders manage signature logistics and closing binders
- 7Handle firm accounting and billing including time and expense entry work-in-process reporting invoicing receivables follow-up payables credit card reconciliations payroll coordination monthly close of firm books in QuickBooks Online
- 8Administer document management records retention destruction client portal users software licenses written information security plan tracking CPA and Enrolled Agent license renewals CPE and PTIN renewals
Requirements11
- 15+ years building ETL pipelines with Spark and Airflow
- 25+ years experience with data tools
- 33-5 seasons firm administration experience
- 4Proven experience as an office manager firm administrator or senior administrative professional within a CPA firm law firm or comparable professional services environment
- 5Strong proficiency in QuickBooks Online with hands-on experience in billing accounts receivable accounts payable payroll coordination monthly bank and credit card reconciliations
- 6Demonstrated ability to manage hard statutory deadlines across many simultaneous engagements without allowing items to sit waiting on an unasked question
- 7Exceptional discretion in handling confidential client tax and transaction information strict adherence to engagement confidentiality protocols
- 8Excellent organizational skills with ability to prioritize and re-prioritize efficiently through compressed filing periods
- 9Sound judgment in distinguishing matters that can be handled independently from those requiring professional clearance and comfort escalating promptly with a specific ask and deadline
- 10Working familiarity with document management conventions indexing scanning workflow and records retention practices
- 11Customer service orientation with ability to serve as first point of contact triage inquiries and route technical matters immediately to appropriate professional
Salary Insight
$54 - $77k per year
Location
Required Skills
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