Office Manager - Bookkeeper
About The Position
Office Manager / Bookkeeper Full-Time | On-Site | Warrendale, PA Are you an organized, proactive professional who loves supporting people, solving problems, and keeping a fast-paced office running smoothly? Do you excel at managing details, coordinating people, and making sure nothing falls through the cracks? If so, you may be the right fit for our Office Manager / Bookkeeper role. We are a growing estate planning and elder law firm seeking a dedicated, high-integrity professional to support our leadership team and ensure the office functions smoothly at a high level. This role is essential to the success of the firm and plays a major part in ensuring our attorneys, staff, and clients have an exceptional experience.
Requirements
- Bachelor’s degree or equivalent professional experience
- Prior experience in office management, executive support, HR coordination, or similar roles
- Experience in a professional services environment (law firm experience is a plus)
- Strong technology skills (QBO, Microsoft Office, calendars, communication tools, etc)
- Excellent grammar, communication, phone, and interpersonal skills
- A proactive problem solver who anticipates needs
- Calm under pressure and able to juggle many moving parts
- Discreet, trustworthy, and able to handle confidential information
- Takes pride in creating order, structure, and a positive office culture
Nice To Haves
- law firm experience is a plus
Responsibilities
- Keep the office running smoothly and professionally each day
- Support administrative planning, scheduling, and internal communication
- Maintain office supplies, equipment, workspace organization, and vendor coordination
- Coordinate with landlords, service providers, and maintenance vendors
- Assist with technology onboarding and work with IT vendors
- Prepare invoices (review for accuracy, print, distribute, or mail)
- Apply client payments to the invoice
- Review employee timesheets for accuracy; submit for payroll
- QBO - Data entry bills (Accounts Payable)
- QBO - Data entry expense receipts/requests for reimbursement, enter as AP, follow up on missing receipts
- Work closely with the Accounting Manager / Controller in a supporting role as required
- Post job ads, screen applicants, and schedule interviews
- Assist with onboarding for new hires (workspace setup, accounts, checklists, etc.)
- Maintain personnel files and assist with HR documentation
- Support culture-building initiatives and staff communication
- Help team members with administrative needs
- Assist client services staff with non-legal inquiries and routing communication
- Answering inbound client calls
- Assist the Owner by managing the calendar, priorities, and workflow
- Prepare agendas, schedule meetings, and track action items
- Coordinate special projects, speaking engagements, and events
- Serve as a trusted gatekeeper and maintain strict confidentiality
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
