Office Manager / Firm Administrator

Advatix, Inc.

Broadview Heights, OH

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JOB DETAILS

JOB TYPE

Full-time

SKILLS

Accounting, Accounts Receivable, Administrative Skills, Billing, Billing Software, Bookkeeping, Business Solutions, Business Transformation, Certified Public Accountant (CPA), Communication Skills, Compensation and Benefits, Copying Machines, Cross-Functional, Customer Relationship Management (CRM), Customer Support/Service, Detail Oriented, Develop and Maintain Customers, Document Management, Document Tracking, Documentation, Equipment Maintenance/Repair, File Maintenance, Financial Administration, Financial Services, Insurance, Intuit Quickbooks, Inventory Management, Mail Processing, Marketing, Microsoft Office, Multitasking, Office Equipment, Office Management, Operations, Operations Management, Operations Processes, Order Supplies, Order/Customer Fulfillment, Organizational Skills, Payroll Administration, Payroll Tax, Presentation/Verbal Skills, Problem Solving Skills, Process Improvement, Professional Services, Project/Program Coordination, Property Management, Public Accounting, Reconciliation, Resolve Customer Issues, Sales Management, Spreadsheets, Supply Chain, Support Documentation, Systems Maintenance, Tax Accounting, Tax Planning, Tax Returns, Tax Software, Team Player, Technical Support, Time Management, Vendor/Supplier Management, Vendor/Supplier Relations

LOCATION

Broadview Heights, OH

POSTED

Today

Job Title: Office Manager / Firm Administrator
Location: Broadview Heights, Ohio
Remote/Hybrid/Onsite: Primarily Onsite
Why role is open: Replacement / Growth
How long open: New
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
Office Operations
• 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.
Responsibilities include:
• 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.
Responsibilities include:
• 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
Coordinate relationships with vendors including:
• IT Support
• Building management
• Office supply vendors
• Copier vendors
• Mailing equipment vendors
• Tax software providers
• Document destruction services

Qualifications
Required
• 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:
Other Package Details – Additional Compensation (Benefits / Commission / Vacation / Stock / 401(k), etc.):
• Paid Time Off
• Paid Holidays
• A simple IRA with a 3% match
• Health Insurance for the individual with a 20% employee contribution
• Performance Bonus

GCG® is one of world’s leading providers 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.

Bonus Follow-Up (if needed)
If a candidate has public accounting experience, I'd ask one additional question:
Which software platforms have you used for tax preparation workflow and document management (such as Drake, QuickBooks, ShareFile, Google Workspace, or similar), and which were you most proficient with?

About the Company

Advatix, Inc.

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