Office Manager/Firm Administrator

Stanfield + O'Dell, P.C.
Tulsa, OK Full-time
Posted on June 24, 2019

Stanfield + O'Dell, P.C.

Title: Office Manager/Firm Administrator

Type of Position: Full Time

We are currently searing an Office Manager/Firm Administrator with management experience in a professional services firm. Position will take a lead role in the operations of our administrative department by coordinating projects in a manner that ensures that all due dates are met; overseeing admin assistant(s), processor(s), receptionist and temporary administrative team members; and ensuring administrative procedures are properly documented and followed. The qualified candidate must be highly organized, display a quick ability to learn, pay attention to detail and enjoy a variety of work assignments in a fast-paced, team culture. Must also demonstrate the ability to establish and maintain professional working relationships with clients and staff.

The position will report directly to Shareholder/COO. Stanfield + O'Dell, P.C., a dynamic and progressive consulting and CPA firm in Tulsa, has earned its reputation as a firm of integrity and excellence through over 65 years of serving clients throughout the United States and abroad. As our success continues, so do the opportunities for our professionals. A career with Stanfield + O'Dell will offer growth and learning opportunities.

Pay and specific job duties to include the following, commensurate with experience:

Staff Coordination:

  • Responsible for overseeing work assignments, schedules, vacation and overtime of admin assistant(s), processor(s), receptionist and temporary administrative team members.
  • Work with COO to annually review performance of said staff.
  • Ensure that all administrative procedures are properly followed, as well as documented for backup or transition.
  • Ensure that front desk and all necessary positions are covered at all times.

Assistant to Shareholders:

  • Responsibilities will include oversight of due date lists, work calendar, and Shareholders' out boxes, and downloading or delegating items from Portal as requested.

Scheduling and Software Management:

  • Responsible for oversight and functions of Practice Management software, including new client set-up and routing projects for all departments.
  • Maintain all due date lists, including assigning work, prepare and reviewers, setting due and target dates, and updating for extended returns.
  • Generate Shareholder and staff due date reports and have the ability to problem-solve when the reports are inaccurate.
  • Annually clean up Practice Management projects and fxTax to roll to the next year.

Recruitment:

  • Work with Marketing + Growth Coordinator.
  • Assist with the selection, interview, and hiring process of admin candidates.
  • Coordinate admin orientation program and monitor new employees' progress.
  • Screen resumes, coordinate the interview process, and perform reference and background checks.

Financial:

  • Work with Firm Bookkeeper to monitor and perform analysis on billings, chargeable hours, etc., as requested.
  • Review firm financial statements, budgets, and survey data and results.

Other Responsibilities:

  • Learn operations of other admin positions to serve in oversight and back up capacity, including billing, tax extensions and electronic filing, and proofing audits.
  • Attend technology committee meetings and give updates on software, implementation of new software and new procedures and training of admin staff.
  • Make year-end updates to firm forms and changes to procedures as needed, including the annual review of SharePoint for needed updates and clean up.
  • Implement file retention policy by organization of current files and destroying old files.
  • Manage relationship with building maintenance and housekeeping.
  • Work with COO on administrative items and projects as needed.

Requirements for this position:

  • Experience in Public Accounting or professional services firm Management experience
  • Ability to manage assigned tasks, follow through to completion, and problem solve with little or no direction
  • Able to establish and maintain effective working relationship with employees and work in a team environment
  • High level of interpersonal skills to handle confidential situations and documentation
  • Excellent telephone and oral communication skills, including business English usage, spelling, grammar and punctuation
  • High level of understanding of technology, including proficiency with Microsoft Word, Excel, Adobe and Outlook
  • Ability to work additional hours as needed, including overtime and weekend hours required during busy seasons