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.

Office Management

• 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

Billing / Bookkeeping Support

• 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

Human Resources Coordination

• 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

Team & Client Support (Non-Financial)

• Help team members with administrative needs
• Assist client services staff with non-legal inquiries and routing communication
• Answering inbound client calls

Executive Assistant to the Owner

• 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

You Might Be A Great Fit If You Are

• Highly organized with strong follow-through
• A proactive problem solver who anticipates needs
• A strong communicator—professional, warm, and clear
• Tech-savvy and able to learn new systems quickly
• Calm under pressure and able to juggle many moving parts
• Discreet, trustworthy, and able to handle confidential information
• Someone who takes pride in creating order, structure, and a positive office culture

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