Office Manager

MDS Staffing; United States; On-site; USD 52,000 - 68,000; Full time

Job summary

The Office Manager / Executive Assistant role in Philadelphia is a full-time, on-site position based in Olde Kensington. The candidate will support partners and staff with high-level administrative tasks and client coordination, ensuring smooth office operations in a fast-paced environment.

Ideal candidates are highly organized, with strong communication and accounting process familiarity. The role requires delivering timely documentation and contributing to firm initiatives, with opportunities

Qualifications

• 5+ years of administrative or office management experience.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills.
• Attention to detail and follow-through.
• Ability to work independently while contributing to a team.
• Professional and adaptable in a fast-paced office.
• Proficiency with Microsoft Office (Outlook, Word, Excel).
• On-site, five days per week in Olde Kensington, Philadelphia.

Responsibilities

• Provide administrative and executive support to partners and staff.
• Answer and direct phone calls and manage emails.
• Coordinate calendars, meetings, and materials.
• Support firm leadership with special projects and initiatives.
• Assist in day-to-day office operations and internal processes.
• Maintain tax return routing system and electronic filing.
• Maintain organized digital client files and documentation.
• Work independently and with the team to meet deadlines.
• Manage client communications and document collection.
• Coordinate engagement letters, invoices, and document gathering.
• Assist with social media management and marketing initiatives.

Skills

Administrative experience

Communication skills

Organizational skills

Attention to detail

Independent + team player

Microsoft Office proficiency

On-site work capability

Tools

QuickBooks Online

Job description

About the Company

Our client is a full-service accounting firm serving the Greater Philadelphia area. The firm provides bookkeeping, accounting, tax preparation, tax planning, and business consulting services to small businesses, partnerships, nonprofits, and individuals.

The firm offers a collaborative, business-casual office environment that values professionalism, accountability, and exceptional client service. While tax season is fast-paced and demanding, the team maintains a supportive environment where employees are encouraged to learn, grow, and make a meaningful impact.

About the Role

The Office Manager / Executive Assistant will provide high-level administrative, office operations, and client coordination support to partners and staff. This is a full-time, on-site role based in Olde Kensington, Philadelphia, requiring attendance in the office five days per week.

This role is ideal for a highly organized administrative professional who thrives in a fast-paced environment, enjoys managing multiple priorities, and takes pride in keeping an office running efficiently. The ideal candidate will bring strong administrative experience, excellent communication skills, and a basic understanding of accounting processes.

Responsibilities

Administrative & Executive Support

• 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.

Office Operations & Process Support

• 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.

Client Communication & Document Coordination

• 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.

Qualifications

Required Qualifications (Must-Haves)

• 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 Olde Kensington, Philadelphia, five days per week.

Preferred Qualifications (Nice-to-Haves)

• 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.

Pay range and compensation package

Compensation details were not provided in the source description and can be confirmed during the hiring process. This is a full-time, on-site opportunity in a business-casual office environment with growth potential and exposure to accounting firm operations.

Busy season runs from January through April. During busy season, flexibility to work additional hours is required, with 50 hours per week as the minimum expectation.

Equal Opportunity Statement

Our client is an equal opportunity employer and welcomes qualified candidates from all backgrounds.

This search is focused on experienced administrative and office management professionals who can support partners and staff, manage client-facing communications, coordinate documentation, and help keep a fast-paced accounting office organized and responsive.