An Office Manager directs administrative staff and manages workflow in a business office. Supervises clerical work, tracks office supplies, oversees maintenance for office equipment and manages budget for office expenses. May hire and train staff.
About Us We are an established local CPA practice in Baldwin, NY, dedicated to providing dependable accounting, tax preparation, and advisory services to individual and small business clients. We are seeking an organized, dependable, and detail-oriented Office Administrator & Bookkeeper to serve as the operational backbone of our firm. If you take pride in maintaining accurate financial records, enjoy direct client interaction, and are looking for a stable, long-term position close to home on the South Shore, we would love to hear from you.
Perform routine data entry, bank and credit card reconciliations, and expense categorization using QuickBooks.
Invoicing & Accounts:
Assist with client billing, accounts payable, accounts receivable tracking, and follow-ups on outstanding balances.
Tax & Document Preparation:
Gather, log, and organize client tax documentation and financial statements for CPA review.
Front Office & Client Coordination Client Reception & Inquiries:
Serve as the primary point of contact; answer multi-line phone calls with professionalism, welcome visiting clients, and handle intake communications.
Calendar & Deadline Management:
Maintain master firm calendars, schedule client tax consultations, and track filing due dates.
File & Records Integrity:
Oversee secure digital scanning, filing, document distribution, and confidential physical file management.
Office Operations:
Monitor office supplies, manage inventory, coordinate incoming and outgoing mail and couriers, and ensure shared office spaces remain neat and professional.
Qualifications Experience:
3+ years of professional office administration experience, ideally in an accounting firm, tax practice, financial services, or legal environment.
Bookkeeping Knowledge:
Hands-on proficiency with QuickBooks (Desktop or Online) and solid understanding of reconciliations, general ledgers, and basic debits and credits.
Computer Proficiency:
Proficient with Microsoft Office (Word, Excel, Outlook) and comfortable learning cloud-based practice management workflows.
Communication & Presentation:
Excellent verbal phone etiquette and clear, professional written correspondence.
Confidentiality & Accuracy:
Meticulous attention to detail and absolute discretion with sensitive client financial data.
Commitment & Reliability:
Punctual, organized, proactive, and seeking a stable, long-term career role.
Schedule & Work-Life Balance Core Hours:
Monday through Friday, standard business day shift.
Seasonal Flexibility:
Extended availability during peak tax season (February through mid-April), balanced with a reduced summer schedule (May through August).
Paid Time Off:
Paid time off (PTO) and paid standard holidays.
Location Benefit:
Convenient Baldwin office location with on-site parking, an easy South Shore commute without NYC/Queens traffic or train hassles.
Compensation:
$26.00 - $34.00 per hour, based on experience. Full-time, 100% in-person.
Pay:
$26.00 - $34.00 per hour Application Question(s): Have you previously worked in a CPA firm, tax preparation office, or professional accounting practice? Ability to
