Office Manager Firm Administrator

Job Title: Office Manager / Firm Administrator
Location: Broadview Heights Ohio
Remote/Hybrid/Onsite: Primarily Onsite
Why role is open: Replacement / Growth
Relocation Support: No
Salary: $60000 - $70000


Job Description:

The ideal candidate is a proactive self-starter who thrives in a fast-paced deadline-driven environment and enjoys wearing multiple hats. Previous experience working in a CPA firm tax practice accounting firm financial services organization or a similar professional services environment is required. Candidates should possess exceptional organizational skills strong attention to detail excellent customer service and communication abilities and proficiency with Microsoft Office. Experience with QuickBooks tax software billing accounts receivable payroll support and digital document management systems is highly desirable. If youre looking for a long-term opportunity with a collaborative close-knit team where your contributions will make a meaningful impact wed love to hear from you.

Key Responsibilities
Office Operations
Manage daily administrative operations for the CPA practice
Answer client inquiries and provide outstanding customer service
Maintain organized electronic and paper filing systems
Coordinate office vendors equipment supplies and maintenance
Order office supplies and maintain inventory
Coordinate shredding copier service postage equipment and IT support vendors
Maintain office procedures and operational documentation

Tax Return Administration
Coordinate the administrative workflow for tax returns from preparation through final delivery.
Responsibilities include:
Monitor electronic filing acknowledgements
Print IRS acceptance forms and required documentation
Assemble completed tax return packages
Prepare estimated tax vouchers and client packets
Upload and organize client documentation within firm document management systems
Update tax return status in Drake Software
Maintain client workflow tracking
Prepare invoices
Process mailing pickup electronic delivery and paperless returns
Process New York electronic filing requirements
Maintain digital client files

Client Document Management
Receive and organize client tax documents
Scan and digitally index client records
Upload documentation to ShareFile and Google Drive
Maintain physical and electronic filing systems
Ensure documents are routed appropriately to accountants
Track client document receipt and return completion

Billing & Accounting Support
Prepare client invoices
Process monthly recurring client billing
Record client payments
Prepare bank deposits
Reconcile payment records
Maintain billing spreadsheets
Assist with bookkeeping and administrative accounting tasks
Monitor accounts receivable
Send monthly statements to outstanding clients

Payroll & Administrative Support
Assist with administrative financial functions including:
Payroll processing support
Payroll tax submissions
Insurance renewals
Subscription renewals
Miscellaneous administrative reporting
General filing and special projects

Tax Season Responsibilities
During tax season (January through mid-April) this role becomes highly workflow focused.
Responsibilities include:
Manage daily client sign-in process
Organize incoming tax documents
Scan and distribute client files
Update tax workflow systems
Maintain document tracking logs
Notify accounting staff of new client submissions
Prepare completed tax returns for delivery
Support approximately 200 overtime hours during peak season as business needs require

Vendor Management
Coordinate relationships with vendors including:
IT Support
Building management
Office supply vendors
Copier vendors
Mailing equipment vendors
Tax software providers
Document destruction services

Qualifications
Required
35 years of office management or administrative experience
Exceptional organizational skills
Strong customer service skills
Ability to multitask in a deadline-driven environment
High attention to detail
Professional written and verbal communication
Microsoft Office proficiency
Experience maintaining confidential information

Preferred
CPA tax bookkeeping or public accounting experience
Drake Tax Software experience
QuickBooks experience
ShareFile or document management software
Google Workspace
Accounts receivable and billing experience
Payroll processing experience

Preferred Skills
Project coordination
Process improvement
Time management
Problem solving
Client relationship management
Digital document management
Financial administration
Professional discretion


Benefits:
Other Package Details Additional Compensation (Benefits / Commission / Vacation / Stock / 401(k) etc.):
Paid Time Off
Paid Holidays
A simple IRA with a 3% match
Health Insurance for the individual with a 20% employee contribution
Performance Bonus

GCG is one of worlds leading providers of business transformation solutions related to supply chain and technology solutions for order fulfillment and marketing execution. We are committed to an inclusive workplace that does not discriminate against race nationality religion age marital status physical or mental disability sexual orientation gender or gender identity. We believe in diversity and encourage any qualified individual to apply. We are an EEOC Employer.



Bonus Follow-Up (if needed)
If a candidate has public accounting experience Id ask one additional question:
Which software platforms have you used for tax preparation workflow and document management (such as Drake QuickBooks ShareFile Google Workspace or similar) and which were you most proficient with