Office Manager

Software Placement Group; Philadelphia (Philadelphia County); On-site; USD 65,000 - 90,000; Full time

Job summary

Software Placement Group is seeking an Office Manager / Executive Assistant in Philadelphia, PA. This full-time, on-site role supports partners and staff with high-level administrative tasks, calendar coordination, and client communications in a professional, business-casual firm environment.

The ideal candidate brings 5+ years of admin/office management experience, excellent communication, sharp organizational skills, and the ability to manage multiple deadlines while maintaining poise during

Qualifications

• 5+ years of administrative or office management experience.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills with the ability to prioritize multiple deadlines.
• Exceptional attention to detail and follow-through.
• Ability to work independently while contributing to a collaborative team environment.

Responsibilities

• Provide administrative support to partners and staff, including filing, scanning, copying, document preparation, proofreading, and general office administration.
• Serve as the primary point of contact by answering and directing phone calls and managing incoming emails.
• Coordinate calendars, schedule meetings, and prepare meeting materials.
• Support partners, staff, and firm leadership with special projects and firm initiatives as assigned.
• Assist in managing day-to-day office operations and improving internal processes.
• Maintain the firm's tax return routing system and electronic filing procedures.
• Maintain organized digital client files and ensure documentation is complete.
• Work both independently and collaboratively to ensure deadlines are met.
• Manage client communications and follow up on outstanding documentation.
• Gather and organize client financial documents, including monthly bank and credit card statements.
• Coordinate engagement letters, invoices, and document collection.
• Assist with social media management and marketing initiatives as needed.

Skills

Communication

Organization

Calendar management

Detail orientation

Independent work

Tools

Microsoft Office

QuickBooks Online

Job description

Location: Philadelphia, PA | Schedule: Full-time, on-site (five days per week)

Overview

A full-service accounting firm serving the Greater Philadelphia area, offering bookkeeping, accounting, tax preparation, tax planning, and business consulting services to small businesses, partnerships, nonprofits, and individuals, is seeking an Office Manager / Executive Assistant. This role provides high-level administrative, office operations, and client coordination support to partners and staff in a collaborative, business-casual environment that values professionalism, accountability, and exceptional client service.

What you'll do

• Provide administrative support to partners and staff, including filing, scanning, copying, document preparation, proofreading, and general office administration.
• Serve as the primary point of contact by answering and directing phone calls and managing incoming emails.
• Coordinate calendars, schedule meetings, and prepare meeting materials.
• Support partners, staff, and firm leadership with special projects and firm initiatives as assigned.
• Assist in managing day-to-day office operations and improving internal processes.
• Maintain the firm's tax return routing system and electronic filing procedures.
• Maintain organized digital client files and ensure documentation is complete.
• Work both independently and collaboratively to ensure deadlines are met.
• Manage client communications and follow up on outstanding documentation.
• Gather and organize client financial documents, including monthly bank and credit card statements.
• Coordinate engagement letters, invoices, and document collection.
• Assist with social media management and marketing initiatives as needed.

Required qualifications

• 5+ years of administrative or office management experience.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills with the ability to prioritize multiple deadlines.
• Exceptional attention to detail and follow-through.
• Ability to work independently while contributing to a collaborative team environment.
• Professional, resourceful, and adaptable in a fast-paced office setting.
• Ability to remain calm and organized under pressure, particularly during busy season.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel, with the ability to quickly learn new software.
• Ability to work full-time on site in Philadelphia, PA, five days per week.
• During busy season (January through April), flexibility to work additional hours is required, with 50 hours per week as the minimum expectation.

Preferred qualifications

• Previous experience in a public accounting, CPA, legal, or other professional services firm.
• Basic understanding of accounting principles and office accounting procedures.
• Experience with QuickBooks Online.
• Experience supporting client document collection, tax-season workflows, electronic filing, routing systems, or deadline-driven professional services operations.

Why this role

This is an opportunity to work in a collaborative, business-casual office environment with growth potential and exposure to accounting firm operations.