Office Manager / Firm Administrator

Office Manager – Firm Operations & Administration

The Office Manager is responsible for managing, coordinating, or directly performing a wide range of operational, administrative, and strategic duties. Responsibilities are listed below, not in order of priority.

• Firm Management & Partner Support
• Work closely with the Managing Partner (MP) to oversee day-to-day firm operations and stay informed on firm activities.
• Execute initiatives and directives from the MP to ensure smooth organizational performance.
• Accounting & Finance Administration
• Handle internal accounting tasks including payroll processing, accounts receivable collections, vendor payments, and maintaining accurate books and records for the firm.
• Staff & Human Resources
• Coordinate core HR functions such as maintaining CPE / training records, managing firm licenses, tracking PTO, onboarding and offboarding employees, ensuring HR compliance, and assisting with recruitment.
• Review timesheets, support performance appraisal processes, manage benefit plans with the MP, and coordinate firm events and employee engagement activities.
• Partner Support & Meeting Administration
• Attend all partner meetings and retreats; assist with agenda planning, preparation, and follow-up.
• Strategic Planning & Execution
• Support the MP in developing, implementing, and monitoring firm strategic goals and initiatives.
• Technology Coordination
• Partner with the MP and IT Director to support the firm's technology systems, including time and billing platforms, network operations, software applications, email, internet, and phones.
• Website & Digital Presence
• Work with the MP and IT Director to maintain and update the firm's website and manage social media presence.
• Office Administration & Facilities
• Oversee office equipment, supply purchasing, space planning, and maintenance of firm policies and procedures.
• Contract & Vendor Management
• Assist the MP in negotiating and maintaining firm contracts, including insurance, benefits, banking relationships, and office lease matters.
• Professional Development & Best Practices
• Stay current on administrative best practices by networking with other firms, participating in practice management associations such as CPAFMA, attending conferences, and engaging in ongoing professional learning.