Firm Administrator

Butler & Sanchez LLC; Houston (TX); On-site; USD 45,000 - 75,000; Full time

Benefits offered by this job

Competitive pay

Employee medical insurance

Dental and life insurance

401(k) with safe harbor

Inclusive small-office culture

Job summary

Butler & Sanchez LLC is seeking a versatile Office Manager in Houston to keep the front desk running smoothly, greet clients, manage calls and the inbox, and support billing and document handling. You’ll coordinate supplies, filing, calendars, and deadlines while upholding confidentiality and NDA obligations.

The role rewards initiative, reliability, and a friendly, professional approach in a small office. We value ownership, proactive problem solving, and a reliable team player who can switch

Qualifications

• 5+ years in an administrative office management or similar role.
• Strong written and verbal communication.
• Reliable and present; a small office feels every absence.
• Discretion with confidential financial information; NDA signed.

Responsibilities

• Answer and route incoming calls, take clear messages, and be the first friendly voice clients hear.
• Greet clients and guests, keep the lobby and common areas presentable, offer coffee and make people feel taken care of.
• Manage the firm's general inbox and voicemail.
• Order supplies, coordinate with vendors, handle mail and shipping, and keep equipment working.
• Assist in maintaining digital filing systems so anything can be found quickly.
• Assist in tracking deadlines, appointments, and calendars.
• Assemble, scan, and organize tax returns, engagement letters, and client documents.
• Handle e-signature routing, client portal uploads, and basic data entry.
• Assist with billing, invoicing, and payment follow-up.

Skills

Administrative experience

Communication skills

Discretion

NDA compliance

Job description

This is a catch-all role, and we're going to be honest about that up front. Some days are routine. Some days you'll be handed something you've never done before and asked to figure it out. The core of it:

Front of house

• Answer and route incoming calls, take clear messages, and be the first friendly voice clients hear
• Greet clients and guests, keep the lobby and common areas presentable, offer coffee and make people feel taken care of
• Manage the firm's general inbox and voicemail

Keeping the office running

• Order supplies, coordinate with vendors, handle mail and shipping, and keep equipment working (or get someone out here who can)
• Assist in maintaining digital filing systems so anything can be found in under a minute
• Assist in tracking deadlines, appointments, and calendars, and keep the team ahead of them

Paperwork and client support

• Assemble, scan, and organize tax returns, engagement letters, and client documents
• Handle e-signature routing, client portal uploads, and basic data entry
• Assist with billing, invoicing, and payment follow-up

Who we're looking for

Must haves:

• 5+ years in an administrative office management or similar role
• Strong written and verbal communication. You are often the first impression a client has of this firm
• Reliable and present. A small office feels every absence
• Discretion. You'll see confidential financial information every day. An NDA will be signed, and a background check will be performed

What actually makes someone great here

• You take ownership. When something's broken, you fix it or find who can — you don't file it under "not my job."
• You're proactive. You notice the thing that's about to become a problem next Tuesday
• You're warm with people and firm about deadlines. Both, at the same time
• You can switch from a client call to a scanning project to a partner's urgent request without losing the thread on any of them

What we offer

• Competitive compensation based on experience
• Medical (100% employer paid for employee), dental, and life insurance
• 401(k) plan with safe harbor match
• A genuine seat at the table. In an office this size, your ideas about how things should run actually get implemented

Butler & Sanchez LLC is an equal opportunity employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic.