This posting is no longer available. This is either because the employer has filled the position or the position has closed. Click here to find more jobs like this one.
CapinCrouse LLP

Office Manager

CapinCrouse LLP
Lawrenceville, Georgia, United States

Date Posted: 11/18/2011
Categories: Administrative
Job Type: Full-Time

Job Description:
CapinCrouse LLP is the nation's leading public accounting firm who specialized in providing tax, audit, and other accounting services to Christian non-profits.

The purpose of this position is to provide:
• administrative oversight of the Lawrenceville, GA office
• assist other staff in serving client needs

The goal is to reflect the CapinCrouse culture and values, and do all with excellence to increase the effectiveness of those served.

The key qualifications for this position are:
• extensive knowledge of service organizations
• high level of prioritization and organization skills
• advanced experience in coordinating front office functions
• high level of attention to detail & demonstrated ability to multitask
• intermediate level experience in Microsoft Office Suite
• professional service attitude

The key relationships of this position are:
• Office Partners – primary reporting relationship
• Office Staff – coordinating relationship

The essential functions performed in this position are as follows:


Provide administrative oversight of the Lawrenceville, GA office by handling:
o Incoming phone calls & welcoming visitors
o Incoming/outgoing mail and shipments
o Records regarding office function including but not limited to lease, insurance policies, vendor contracts, office policies and procedures
o Communication with office landlord regarding repairs & maintenance

Assist Office Partners by:
o Coordinating schedule of meetings, events, and deadlines
o Coordinating travel plans and other meeting preparation
o Reviewing and prioritizing mail
o Coordinating meetings for staff, clients, and others as needed
o Providing weekly and monthly reports as assigned
o Planning & coordinating staff social functions & professional functions
o Assisting with employee appreciation and team building activities
o Assisting with special projects and other duties as assigned

Assist Office Staff by:
o Maintaining office, kitchen, and food supplies
o Scanning documents
o Maintaining computerized filing system for access by all staff
o Tracking birthdays and anniversaries for recognition
o Processing new clients and maintaining updated database
o Assisting with other projects as needed
o Assisting with the quality control of bound reports

Assist Central Services (CS) by:
o Acting as liaison between CS and staff as applicable regarding important information or requirements
o Providing CS with necessary documentation for new hires, exiting personnel, licensing, and other as requested
o Providing CS assistance with all Continuing Professional Education (CPE) sessions, including:
* Arrangements for speakers, when needed
* Arrangements for CPE required documentation
* Arrangements for applicable meals and other necessities
o Conducting local orientation for new staff as outlined by CS
o Reconciling AMEX statements on a monthly basis


• Maintain office expenses to budget as approved by partners
• Monitor accounts receivable; make client contact when necessary
• Regulate progress billing schedule, i.e., schedule is developed and maintained, billings go out as scheduled, monthly billings are as evenly balanced as practicable
• Maintain adequate petty cash balance & reconciliation
• Provide data entry as needed, including accounts payable
• Process staff expense reports for payment; maintain documentation and receipts
• Prepare month-end reports for partner and managers


Maintain office equipment by:
o Monitoring routine cleaning, maintenance, and service
o Keeping accurate records of equipment including purchase dates, service dates, serial/ model numbers, and dates items sold or donated

Provide staff with equipment needed to perform their duties by:
o Purchasing small equipment as needed
o Submitting purchase requests to partners for large equipment needed
o Maintaining log of equipment owned by the office

Interface with IT service provider to resolve hardware, software, & technological issues
• Maintain phone and voice mail systems