Office Manager / Firm Administrator

Advatix Inc.; Broadview Heights (OH); On-site; USD 60,000 - 70,000; Full time

Benefits offered by this job

Paid Time Off

Paid Holidays

Simple IRA 3% match

Health Insurance (individual, 20% plan

Performance Bonus

Job summary

Advatix Inc. in Broadview Heights, OH seeks an Office Manager / Firm Administrator to support a fast-paced CPA practice.

The role focuses on daily administrative operations, client service, and document management across tax returns and billing processes. The ideal candidate brings 3–5 years of office management experience, strong organizational and communication skills, proficiency with Microsoft Office, and familiarity with QuickBooks, Drake Tax Software, and ShareFile.

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

Responsibilities

• 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
• Coordinate the administrative workflow for tax returns from preparation through final delivery
• 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
• 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
• 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 processing support
• Payroll tax submissions
• Insurance renewals
• Subscription renewals
• Miscellaneous administrative reporting
• General filing and special projects
• During tax season (January through mid-April), this role becomes highly workflow focused.
• 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
• IT Support
• Building management
• Office supply vendors
• Copier vendors
• Mailing equipment vendors
• Tax software providers
• Document destruction services

Skills

Office management

Customer service

Multitasking

Communication

Attention to detail

Tools

Microsoft Office

QuickBooks

Drake Tax Software

ShareFile

Google Workspace

Job description

Location: Broadview Heights, OH, United States

Department: Administration, Type: Full Time

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: $60,000 - $70,000

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 you're looking for a long-term opportunity with a collaborative, close-knit team where your contributions will make a meaningful impact, we'd love to hear from you.

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
• 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.

• 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.

• 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

• 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

• 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

• Paid Time Off
• Paid Holidays
• A simple IRA with a 3% match
• Health Insurance for the individual with a 20% employee contribution
• Performance Bonus

We are a leading provider 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.