Position Summary Our CPA firm is seeking a highly organized and dependable Office Administrator to provide support across front-office operations, tax processing, billing, and firm-wide projects. This is a supporting role that works alongside our existing team members who own these functions day-to-day — ideal for someone who thrives on structure, can juggle multiple priorities, and wants to be a reliable extra set of hands, especially during peak tax season. Key Responsibilities This is a supporting role across all areas below. This person will assist our existing team members who own these functions, providing extra capacity and backup coverage rather than sole ownership of any area. Administrative & Office Management Help oversee daily office operations and support smooth workflow across departments Assist as a point of contact for clients, vendors, and visitors Help manage office supplies, equipment, vendor contracts, and facility needs Support firm calendars and help coordinate meetings and partner/staff scheduling Assist in maintaining and updating office policies and procedures Help onboard new employees (workstation setup, access, orientation to firm systems) Assist with maintaining client files in compliance with document retention policies Project Management Assist in coordinating firm-wide projects and deadlines (tax season prep, audits, special engagements) Help track project timelines, deliverables, and staff assignments using project management tools Support workflow scheduling to help ensure deadlines are met across teams Assist with internal communication on project status and bottlenecks Support process improvement initiatives to increase office efficiency Tax Processing Assist with organizing, tracking, and processing client tax documents throughout tax season Help prepare tax return packages for client delivery (e-file authorization forms, filing confirmations, etc.) Provide backup support tracking engagement status and deadlines across the tax preparation pipeline Assist with document collection from clients (missing items, signatures, source documents) Support e-filing processes as needed and help maintain accuracy of client data in tax software Help field client questions regarding document status and outstanding items Billing & Invoicing Assist with preparing and sending client invoices during the regular billing cycle Help track accounts receivable and follow up on outstanding client balances as needed Provide backup support reconciling billing records with practice management/accounting software Assist partners with time-tracking review and billable hours reporting Help process payments and maintain accurate financial records for firm billing Qualifications 2+ years of administrative or office management experience, ideally within a CPA, Legal, or professional services firm Familiarity or experience with tax software and billing/practice management software (e.g., UltraTax, CCH Axcess, CCH ProSystems, QuickBooks, CCH Practice Management, Canopy) is a plus Proficiency in Microsoft Office Suite (Excel and Word especially) Excellent organizational and multitasking skills, with high attention to detail Strong communication skills, both written and verbal Ability to manage confidential financial information with discretion Comfortable working under deadline pressure, particularly during tax season

Pay:

$50,000.00 - $100,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Paid time off Retirement plan Vision insurance

Work Location:

In person