What are the responsibilities and job description for the Office Supervisor position at SSC Advisors, Inc?
SSC Advisors, Inc. and SSC CPAs P.A. are dynamic, employee-owned public accounting firms seeking an Office Supervisor to join our Tulsa office.
As an Office Supervisor, you will oversee the daily administrative operations of the office, ensuring processes are executed efficiently and align with Firm standards. This role includes supervising administrative staff, managing office operations, supporting executive staff, and partnering across departments to maintain a high-performing and professional work environment.
Key Responsibilities
Administrative Operations & Leadership
- Direct and coordinate all administrative functions to ensure smooth office operations
- Implement and maintain office policies, procedures, and standards
- Supervise and support daily administrative activities and team performance
Office Management
- Manage office supply inventory and coordinate ordering as needed
- Partner with IT to ensure equipment and systems remain fully operational
- Coordinate facility maintenance and ensure compliance with safety standards
Scheduling & Office Coordination
- Oversee scheduling for holidays, internal Continuing Professional Education (CPE) sessions, and meetings
- Ensure consistent office and front desk coverage across all seasons
Process Oversight
- Collaboration with the Manager of Administrative Services on audit-related administrative tasks
- Maintain communication with Line of Services to support timely deliverables
Human Resources Support
- Manage employee schedules, PTO requests, and sick leave while ensuring adequate coverage
- Assist with recruitment, onboarding, and training of administrative staff
- Provide coaching, feedback, and support performance evaluation processes
Client & Executive Support
- Serve as a primary point of contact for administrative and executive support needs
- Coordinate executive meetings, calendars, and office events
- Maintain organized client files and ensure professional, timely communication
- Assist in preparing reports and presentations for internal and stakeholder meetings
Tax & Deliverables Coordination (Reports to Office Tax Manager)
- Support coordination of engagement letters, tax organizers, and completed deliverables
- Ensure availability of tax-related supplies (e.g., blue folders, K-1 envelopes)
- Communicate with clients regarding document collection, return delivery, and filing processes
- Help manage workflow to ensure timely delivery of tax returns
- Assist with data tracking and reporting for the tax team
Process Improvement
- Identify opportunities to improve operational systems and workflows
- Support implementation of process enhancements and best practices
- Assist with special projects and cross-functional initiatives
Qualifications
- Minimum of 3 years of experience in office management or supervisory role
- Demonstrated ability to lead and manage staff effectively
- Strong organizational, problem-solving, and multitasking abilities
- Excellent written and verbal communication skills
- Proficiency in Microsoft Office and ability to learn new systems
- Familiarity with financial or professional services environments preferred
Key Attributes
- Professional, service-oriented demeanor
- Strong leadership and decision-making ability
- High attention to detail and accountability
- Ability to remain flexible and manage competing priorities
Additional Notes
- Full-time, salaried position based on a 40-hour work week during the non-busy season
- Flexibility required during busy seasons, including potential overtime and/or Saturdays
- Collaborate with administrative team members to ensure consistent front desk coverage
SSC Advisors, Inc. and SSC CPAs P.A. are proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based on race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.