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Position Summary:

We are seeking a highly organized, detail-oriented Office Manager to oversee the daily administrative and operational functions of a local CPA firm. In this role, you will act as the primary point of contact for clients, manage firm scheduling, support our professional accounting staff, and streamline workflows—particularly during the busy tax season. The ideal candidate thrives in a professional environment, comfortably juggles multiple tasks, and possesses strong interpersonal skills.

Hours: Standard business hours, M-F 8am-5pm, with required overtime or Saturday hours expected during peak tax season (typically mid-January through April 15).

Essential Duties and Responsibilities:

Primary Contact: Greet clients upon arrival, manage a multi-line phone system, and respond promptly to email inquiries.

Intake Coordination: Facilitate the onboarding of new clients by gathering financial records, organizing source documents, and tracking missing items.

Deliverable Assembly: Assemble completed tax returns, financial statements, and engagement letters for client signature and distribution. Workflow & Calendar Management

Deadline Tracking: Monitor internal firm calendars to ensure critical federal, state, and local tax filing deadlines are met.

Peak Season Support: Optimize administrative workflows during peak seasons (January through April) to prevent staff bottlenecking. Internal Accounting & Billing Support

Accounts Payable/Receivable: Process vendor invoices, cut checks, issue client billings, and follow up on overdue accounts.

Time & Billing System: Maintain the firm's internal time-tracking database to ensure accurate time logs for client invoicing.

Basic Bookkeeping: Support the firm with light internal bookkeeping using software like QuickBooks. Qualifications and Skills

Experience: Minimum of 3–5 years of office management experience, preferably in a CPA firm, law office, or professional services environment.

Software Proficiency: Strong familiarity with MS Office Suite (Word, Excel) and QuickBooks; experience with accounting-specific software (e.g., UltraTax, Thomson Reuters, CCH Axcess) is a major plus.

Confidentiality: Deep understanding of data privacy and a commitment to handling sensitive personal and corporate financial data with absolute discretion.

Communication: Exceptional written and verbal communication skills needed for interfacing with high-value clients.

Adaptability: A resilient mindset capable of prioritizing a heavy workload when client requests surge. Work Environment & Benefits

#TOL1

Pay: $20.00 per hour

Work Location: In person