Office Manager

We are seeking a highly organized and detail-oriented Office Manager to support the daily operations of our small CPA tax practice. This role ensures the firm runs smoothly by managing administrative workflows, client communications, scheduling, billing, and supporting the professional staff. The ideal candidate is dependable, tech-savvy, and comfortable working in a fast-paced tax environment.

Key Responsibilities

Administrative & Office Operations

• Manage day-to-day office operations and act as a point of contact for clients and vendors.
• Maintain organized electronic and physical filing systems (client files, engagement letters, tax documents).
• Oversee mail handling, scanning, and routing of tax documents.
• Monitor and order office supplies, equipment, postage, and software subscriptions.
• Coordinate maintenance/support for office equipment and technology.

Client Service & Communication

• Greet clients via phone, email, and in-person; route messages to tax staff promptly.
• Assist clients with document upload/download using the firm’s portal or secure email.
• Ensure client requests are answered timely and professionally.

Scheduling & Workflow Support

• Manage the firm’s calendar, including tax season appointments and deadlines.
• Track tax return and project statuses to ensure timely completion.
• Support preparers with assembling returns, engagement letters, organizers, and e-file authorizations.

Billing & Recordkeeping

• Prepare and send invoices; assist with collections and payment processing.
• Maintain timekeeping records and assist with payroll or contractor payments if needed.
• Assist with maintaining compliance records (PTIN renewals, software licenses, CPE documentation).

Tax Season Responsibilities

• Handle a high volume of client communication and document intake.
• Assist with e-filing processes, tracking acknowledgements, and contacting clients for missing documents.
• Assemble finalized returns and ensure required signatures are obtained.

Qualifications

• Prior experience in an accounting, tax, or professional services office preferred.
• Strong organizational skills and the ability to manage multiple deadlines.
• Excellent written and verbal communication.
• Proficiency with:
  • Microsoft Office (Outlook, Word, Excel)
  • Tax practice management software (e.g., UltraTax, Lacerte, GoSystems)
  • Document management systems/scanning
  • Billing / Invoicing Software
• High level of professionalism, confidentiality, and attention to detail.
• Ability to learn new software quickly.

Preferred Attributes

• Experience working in a small CPA/tax firm environment.
• Familiarity with client portals, e-filing, organizers, and tax workflow processes.
• Ability to anticipate needs and take initiative without constant direction.

Position Details

• Temp to Perm Full-time or at least 30 hours per week depending on mutual needs.
• Additional hours expected January–April.
• Competitive pay depending on experience.