Office Manager / Firm Administrator

Stanfield + O’Dell, P.C.
Tulsa, OK Full-time
Posted on May 25, 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, prepares 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.