Office Administration Associate

Job Description:

We’re KSM, one of the top 50 largest independent advisory, tax, and audit firms in the United States. But more than our size, it’s our people and culture that set us apart. We believe great things happen when people are supported, challenged, and given the freedom to do their very best work. That’s why we’ve built a workplace where your career and personal life can thrive together - where you have the flexibility to manage your time, the resources to grow, and a team that genuinely cares about your success.

We’ve been employee-owned since 2001, giving every team member a stake in our collective success. This ownership mentality fosters a culture of collaboration, curiosity, and excellence - where new ideas are welcomed, different perspectives are valued, and you’re encouraged to explore what excites you most. Whether you’re expanding your skills, tackling new challenges, or making an impact beyond the office, we provide the resources and support to help you grow in the direction that’s right for you.

At KSM, your contributions matter - not just to the firm, but to your colleagues, clients, and the communities we serve across the U.S. If you’re looking for a place where you can do meaningful work, build lasting relationships, and grow in ways that align with what’s most important to you, we’d love to meet you.

Position Summary:

Katz, Sapper & Miller (KSM) is seeking a highly organized, dependable, and detail-oriented Office Administration Associate to support daily office operations. This hands-on role is responsible for document processing, mail and shipping services, office supplies, facility readiness, and general administrative support.

The ideal candidate demonstrates strong organizational skills, exceptional attention to detail, and a proactive, service-oriented approach. Success requires flexibility, reliability, and the ability to manage competing priorities while maintaining a professional and welcoming office environment.

Responsibilities:

Document Processing & Administrative Support

• Scan, print, assemble, and distribute audit reports, presentations, and other firm documents accurately and efficiently.
• Review documents for completeness, quality, and proper organization while maintaining confidentiality.
• Support special printing, copying, and document preparation projects.
• Maintain organized electronic and physical records in accordance with firm procedures.

Mail, Shipping & Deliveries

• Process and distribute incoming and outgoing mail, packages, and deliveries.
• Coordinate shipments through USPS, UPS, FedEx, and other delivery services.
• Prepare and track certified mail and time-sensitive shipments, including trips to the post office to obtain date-stamped proof of mailing when required.
• Maintain accurate shipping records and adequate mailing supplies.

Office Supplies & Facility Support

• Monitor, order, organize, and replenish office, printing, and breakroom supplies.
• Maintain organized inventory, supply rooms, and storage areas.
• Ensure conference rooms, kitchens, breakrooms, and shared spaces remain clean, stocked, and presentable.
• Prepare meeting spaces for internal meetings, client visits, and firm events, including setup and cleanup.
• Identify and report maintenance or equipment concerns and coordinate with vendors as needed.

Reception & General Office Support

• Provide backup reception coverage, including greeting visitors, answering calls, and responding to general inquiries.
• Assist with employee onboarding logistics, workspace preparation, and office moves.
• Support office events, special projects, and other administrative initiatives.
• Collaborate with team members and departments to address changing operational needs.

Requirements/Qualifications:

• Exceptional attention to detail and commitment to accuracy.
• Strong organizational and time-management skills, with the ability to prioritize multiple responsibilities.
• Dependable, punctual, and capable of working independently with minimal supervision.
• Flexible, adaptable, and willing to assist with a variety of administrative and operational tasks.
• Proactive approach to identifying needs, resolving routine issues, and following through on assignments.
• Strong interpersonal, communication, and customer service skills.
• Professional judgment and discretion when handling confidential information.
• Proficiency with Microsoft Outlook, Word, Excel, and standard office equipment, including printers, scanners, and mailing systems.
• Ability to work collaboratively across departments and maintain a positive, service-oriented approach.
• Availability to work additional hours, including seasonal overtime during peak business periods.

Education & Experience

• High school diploma or equivalent required.
• Previous experience in office administration, document processing, mailroom operations, reception, or a related support role preferred.
• Experience in a professional service or corporate office environment is a plus.

Position Expectations

• This is an active, in-office position requiring regular movement throughout the workplace to manage mail, replenish supplies, prepare meeting spaces, and support daily operations.
• The successful candidate must be comfortable balancing routine responsibilities with changing priorities while consistently demonstrating accuracy, initiative, professionalism, and teamwork.
• Seasonal Overtime: Additional hours may be required during peak business periods, particularly tax season, based on operational needs.

This role requires the ability to lift 25 pounds and reliable transportation for frequent deliveries.

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, sex, sexual orientation, gender identity, disability, genetic information, national origin, race, religion, veteran status, or any other protected category.

KSM only accepts resumes directly submitted by a candidate and referrals submitted by current KSM employees. Unsolicited resumes or candidate profiles sent by staffing agencies and fee-based referral services will not be considered outside of a signed KSM vendor contract. KSM will not pay a fee to recruiters or agencies that do not have a signed KSM vendor contract.