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Office Administrator
Firm Background:
Balance Tax & Accounting is a rapidly growing accounting and tax firm located in Fargo, ND. Our female owned firm focuses on providing both accounting and tax services to small to mid-size businesses. We believe strong business starts with strong financial guidance. We are committed to the success of each business we serve. With personal touch and expert advice, our team builds lasting relationships, helping our clients navigate their financial journey with confidence.
Position Summary
The Office Administrator serves as the central operations hub for Balance Tax & Accounting. This role coordinates communication, workflow, and administrative processes across the firm’s tax, accounting, and administrative teams. The Office Administrator ensures that daily operations run seamlessly, staff have what they need to complete work efficiently, and clients receive timely, organized support. This position requires exceptional analytical ability, strong prioritization skills, advanced technical proficiency, and the capacity to manage the workflow in a fast-paced public accounting environment.
The Office Administrator oversees firm-wide systems, task management, onboarding, training, and operational execution. The ideal candidate is systematic, detail-oriented, efficient, and able to anticipate operational needs before they become bottlenecks.
The Office Administrator should bring confidence to their role and feel comfortable taking the lead when working with clients. We’re looking for someone who can step into a room with a warm, take-charge presence that helps clients feel supported and our team feel organized.
Key Responsibilities
Firm Operations & Workflow Management
Serve as the primary coordinator for all internal communication flows between the tax team, accounting team, administrative staff, and Philippines staff.
Manage Canopy workflow end-to-end, including task creation, assignment, tracking, follow-up, and quality control.
Train new staff on Canopy systems, task workflows, document intake standards, and internal procedures.
Monitor work queues daily to ensure deadlines, tax-season priorities, and monthly accounting deliverables are met.
Identify workflow bottlenecks and implement corrective processes to improve efficiency and accuracy.
Maintain a deep understanding of firm procedures, annual changes, and tax-season requirements to support decision-making.
Administrative Leadership
Ensure intake, scanning, client communication, and routing of work follow firm standards.
Develop and maintain office procedures, checklists, templates, and documentation to ensure consistent execution across teams.
Maintain vendor relationships, office supplies, equipment, and technology resources.
Manage firm calendars, tax-season deadlines, staff training sessions, and internal schedules.
Handle sensitive information with discretion and always maintain strict confidentiality.
Tax Season Operations
Lead the tax-season workflow process, including:
Intake and routing of client documents.
Managing engagement letters, data requests, and portal issues.
Monitoring preparation → review → assembly → e-file pipelines.
Overseeing e-filing processes and out-processing systems.
Coordinating communication between preparers, reviewers, and administrative staff.
Review return packets for accuracy prior to client delivery and e-filing.
Provide operational support to the tax team by handling organizational and documentation tasks that allow preparers to maximize billable work.
Client Communication & Support
Act as the main administrative point-of-contact for client portal assistance, document submission, and workflow questions.
Ensure all client communication is prompt, accurate, and professionally handled.
Resolve issues related to missing documents, portal uploads, and return delivery.
Accounting & Financial Administration
Assist with QuickBooks Online tasks as needed, including basic entries, reconciliation support, and organizational cleanup.
Compile and maintain financial records and documentation for tax purposes.
Support the accounting team by gathering reports, assisting with monthly client deliverables, and preparing data for reviews.
Technology & Systems
Use advanced Microsoft Office skills to maintain spreadsheets, reports, and internal documentation.
Troubleshoot basic software issues for staff, especially related to portal access, file formats, and document workflows.
Maintain and update internal templates, forms, and digital filing systems.
Ensure digital and physical records are organized, secure, and properly archived.
Qualifications
2–4+ years of office management, executive assistant, or operational coordination experience (public accounting or tax experience strongly preferred).
Highly analytical with demonstrated ability to understand complex workflows.
Advanced proficiency in Microsoft Office (Outlook, Excel, Word) required.
Experience with QuickBooks Online, Canopy, UltraTax, and other tax/accounting software strongly preferred.
Exceptional written and verbal communication skills, with the ability to interact professionally with clients and staff.
Strong problem-solving ability and capacity to work independently in a deadline-driven environment.
Proven experience managing multiple staff members and task workflows.
High level of discretion and maturity when handling sensitive information.
Ability to maintain poise, confidence, and professionalism—even under pressure.
Hours & Compensation
Pay: dependent on experience
Schedule:
46 hours per week during tax season
40 hours per week during regular periods
36 hours per week in summer
Benefits
Paid time off, holidays off
Employer pays 50% of health insurance premium for employee
401(k)
Retirement match after 1 year of employment, up to 4%
$150/month HSA contribution if on our health insurance plan
$40/month cell phone reimbursement
Opportunity for career growth and leadership development.
Collaborative and supportive team environment
Opportunities to influence and improve internal systems
Specialize in building relationships with our clients for their success
To Apply:
Please send Resume to kim@balancecpa.com