Office Manager, Firm Operations

Citrin-Cooperman-Advisors-LLC; North Carolina; On-site; USD 65,000 - 85,000; Full time

Job summary

Citrin Cooperman seeks an Office Manager, Firm Operations, to join our Firm Operations team within the Administrative Support department. You’ll oversee day-to-day office operations, manage administrative workflow, and ensure high-quality client service across the office.

You’ll support month-end close activities for time and billing, monitor budgets, lead vendor relationships, and coordinate office communications and events.

Qualifications

• 5-7+ years of administrative experience.
• 2+ years of experience managing direct reports.
• Strong project management skills and ability to manage multiple initiatives.
• Experience leading operational changes and driving adoption of new processes and firm initiatives.
• Maintain integrity, professionalism, diplomacy and discretion.
• Strong organizational, communication, and interpersonal skills.
• Attention to detail and ability to follow firm procedures and complete projects on time.
• Sound judgment, problem-solving skills, and ability to escalate issues appropriately.
• Be adaptable in a fast-paced environment and collaborate as a team member.
• Proficiency with Microsoft 365 applications including advanced Excel.

Responsibilities

• Oversee day-to-day office operations, administrative workflow, and client services to ensure efficient support across the office.
• Support month-end close activities for time and billing, including monitoring time-entry compliance.
• Provide high-quality, responsive support to partners and managing directors by anticipating needs and resolving issues.
• Monitor revenue targets, budgets, and office expenditures, and identify cost-saving opportunities.
• Manage relationships with vendors, building management, service providers, and contractors.
• Lead office communications initiatives and coordinate events, announcements, and updates.
• Manage administrative assistants and receptionists, ensuring 5-day coverage and guidance.

Skills

Administrative experience

Managing direct reports

Project management

Operational leadership

Communication skills

Organizational skills

Attention to detail

Problem-solving

Team player

Microsoft 365 / Excel

Education

Bachelor’s degree

Tools

Microsoft 365 Suite

Advanced Excel

Job description

Citrin Cooperman offers a dynamic work environment, fostering professional growth and collaboration. We’re continuously seeking talented individuals who bring a problem-solving mindset, fresh perspectives, and sharp technical expertise. We know you have choices, so our team of collaborative, innovative professionals are ready to support your professional development. At Citrin Cooperman, we offer competitive compensation and benefits and most importantly, the flexibility to manage your personal and professional life to focus on what matters most to you!We are seeking an Office Manager, Firm Operations, to join our Firm Operations team within the Administrative Support department. They’re responsible for administrative workflow, facilities, workplace experience, team management, and overseeing daily office operations. This role supports the effective operation of the office by delivering exceptional internal and external client service, ensuring consistent administrative coverage, maintaining firm standards, and partnering with the Regional Director and Office Managing Partner (OMP) to advance office priorities and operational objectives.Responsibilities are, but not limited to:Office Operations & AdministrationOversee day-to-day office operations, administrative workflow, and client services to ensure efficient and consistent support across the office.Support month-end close activities for time and billing, including monitoring time-entry compliance.Provide high-quality, responsive support to partners and managing directors by anticipating needs, resolving operational issues, and ensuring professional and service-oriented office experience.Monitor revenue targets, expense budgets, office expenditures, and opportunities for cost savings.Manage relationships with office vendors, building management, service providers, and contractors to ensure quality service, cost effectiveness, and timely issue resolution.Maintain the physical office in accordance with firm standards and safety requirements. Oversee the overall condition of the office environment.Lead office communications initiatives, including drafting and distributing the office newsletter, coordinating employee announcements, promoting office events, and ensuring consistent, timely communication of important firm and operational updates.People ManagementManage administrative assistants and receptionists, ensuring five-day-per-week coverage across team members.Manage administrative workflow, provide guidance, assign administrative responsibilities, and ensure appropriate support for office priorities.Conduct performance reviews and provide timely, accurate, and constructive performance feedback.Firmwide & Corporate ResponsibilitiesDrive firm initiatives, policies, procedures, and operational standards at the office level.Coordinate office events, special events, cultural activities, candidate interviews, office visits, and new hire onboarding in partnership with Human Resources.Collaborate with the Office Managing Partner, Regional Director, and senior leadership to support key objectives and business outcomes.Collaborate with Operations and Tax Operations teams to provide support where needed, particularly during tax deadlines and peak workload periods, helping to ensure a seamless client and employee experience.The ideal candidate must:Have 5-7+ years of administrative experience.Have 2+ years of experience managing direct reports.Possess project management skills with the ability to manage multiple initiatives simultaneously.Have experience leading operational changes and driving adoption of new processes and firm initiatives.Maintain the highest degree of integrity, professionalism, diplomacy, and discretion.Possess strong organizational, communication, and interpersonal skills.Possess strong attention to detail and the ability to follow firm procedures and complete projects on time.Possess sound judgment, problem-solving skills, and the ability to ask clarifying questions and escalate issues appropriately to the Office Managing Partner or Regional Director.Effectively prioritize competing requirements, deadlines, and resource constraints.Be adaptable in a fast-paced, high-growth, and changing environment.Work collaboratively as a team player with a positive and professional approach.Be proficient with Microsoft 365 applications, including advanced Excel functionality.Ensure consistent office coverage and responsiveness to office, team, and leadership needs.Be flexible to work overtime as needed to meet business requirements.Promote a professional, service-oriented, and collaborative office environment.Be in-office four days per week minimum.Have a bachelor’s degree (preferred).Have experience in a professional services environment preferred, with CPA firm or law firm (preferred).Have Tax Operations experience, including collating and delivery knowledge (preferred).