Office Manager / Firm Administrator

Key Responsibilities

• Manage daily administrative operations for the CPA practice
• Answer client inquiries and provide outstanding customer service
• Maintain organized electronic and paper filing systems
• Cook up office vendors, equipment, supplies, and maintenance
• Order office supplies and maintain inventory
• Cook up office procedures and operational documentation
• Tax Return Administration
• Coordinate the administrative workflow for tax returns from preparation through final delivery
• Monitor electronic filing acknowledgments
• 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
• 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
• Maintain billing spreadsheets
• Aid with bookkeeping and administrative accounting tasks
• Monitor accounts receivable
• Send monthly statements to outstanding clients
• Payroll & Administrative Support
• Aid with payroll processing support
• Aid with payroll tax submissions
• Aid with insurance renewals
• Aid with subscription renewals
• Aid with miscellaneous administrative reporting
• Aid with general filing and special projects
• Tax Season Responsibilities
• 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
• 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

• 3–5 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 Skills

• CPA, tax, bookkeeping, or public accounting experience
• Drake Tax Software experience
• QuickBooks experience
• ShareFile or document management software
• Google Workspace
• Experience with similar software platforms

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 world’s 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.