Office Manager/Firm Administrator

About Us

Craig, Fitzsimmons & Meyer, LLP is a growing CPA firm located in Smithtown, New York, providing audit, accounting, tax, and consulting services to local governments, nonprofit organizations, employee benefit plans, and closely held businesses. We are committed to providing exceptional client service while maintaining a collaborative, professional, and flexible work environment.

We are seeking a highly organized, proactive, and detail-oriented Office Manager / Firm Administrator to oversee the day-to-day administrative operations of our firm. This role is critical in supporting our partners and professional staff by ensuring efficient office operations, coordinating internal processes, and helping maintain a positive employee and client experience.

About the Job

The Office Manager serves as the administrative hub of the Firm and is responsible for managing internal operations, human resources administration, vendor coordination, technology administration support, workflow coordination, and general office management.

The ideal candidate is highly organized, technologically proficient, able to manage multiple priorities simultaneously, and enjoys working in a professional service environment.

Firm Operations

• Manage daily office operations and administrative functions.
• Maintain firm calendars, deadlines, and scheduling systems.
• Coordinate workflow processes and assist in monitoring engagement status.
• Assist partners and managers with administrative projects and operational initiatives.
• Maintain firm policies, procedures, and administrative documentation.
• Coordinate office maintenance, supplies, equipment, and vendor relationships.
• Maintain and update the firm's CCH Axcess database including but not limited to client manager, workflow, billing, practice

Human Resources Administration

• Coordinate onboarding and offboarding activities.
• Maintain employee records and personnel files.
• Administer PTO tracking and employee benefit enrollments.
• Coordinate annual performance review schedules.
• Serve as liaison with outside HR consultants, payroll providers, and benefit providers.
• Assist with recruiting coordination, interview scheduling, and candidate communications.
• Payroll & Benefits Coordination
• Process and coordinate payroll submissions.
• Maintain employee compensation records.
• Coordinate retirement plan and benefit administration.
• Assist with annual insurance renewals and employee benefit programs.

Technology & Administrative Systems

• Coordinate with the Firm's managed IT provider.
• Assist with software licensing and renewal management.
• Maintain user access lists and administrative records.
• Coordinate technology purchases and equipment deployment.
• Support implementation of workflow and process-improvement initiatives.

Requirements

• Bachelor's Degree.
• 5+ years of administrative, office management, operations, or professional services experience.
• Strong organizational and project management skills.
• Excellent communication and interpersonal skills.
• Advanced Microsoft Office proficiency, particularly Excel, Word, Outlook, and Teams.
• Ability to handle confidential information with discretion.

Bonus Points

• Experience working in a CPA firm.
• Experience with payroll processing and HR administration.
• Familiarity with CCH products.

Perks

• Health insurance
• Retirement plan contributions
• Paid time off
• Paid holidays
• Professional development opportunities
• Hybrid work opportunities (based on position and experience)