Office Manager

Why this role matters: You’re the team captain who keeps a high‑performing CPA practice humming—clients supported, partners in sync, deadlines met, and quality uncompromised.

If you love leading people, mastering new systems fast, and orchestrating smooth operations—especially when things get busy—this role puts you at the center of a collaborative, client‑first CPA environment. You’ll run daily operations, elevate the client experience, and coach a tight‑knit admin team to do their best work.

• Build and refine SOPs so the team always knows the “best way” to get work done.
• Track KPIs (e.g., response times, turnaround, e‑file milestones) and share simple dashboards with partners.

• Set the tone at the front desk—warm welcome, polished communication, white‑glove follow‑through.
• Manage engagement letters, intake, e‑signature workflows, secure document requests/portal access, and routing.
• Keep clients up to speed on status, missing items, and key dates without being asked.

• Coordinate partner & preparer calendars, gatekeep priorities, and resolve bottlenecks fast.
• Own deadline calendars (federal/state/municipal), e‑file acknowledgments, extensions, and pickup/delivery logistics.
• Staff schedules & cross‑training—ensure coverage and morale when the pace spikes.

• Light bookkeeping support as needed (A/P, A/R, client billing batches, deposits, retainer tracking).
• Partner with the Controller/Partners on month‑end admin tasks and vendor renewals.

• Be the quick study and go‑to for Microsoft 365, e‑signature, client portal, and tax/workflow tools.
• Champion confidentiality and compliance (secure handling of PII, record retention, access controls).

• 3–5+ years in office management or senior admin coordination within professional services
  ; CPA/tax, legal, or financial services strongly preferred.
• Proven leadership: scheduling, workload balancing, coaching, and feedback that lifts performance.
• Quick learner with new systems (CRMs, practice management, portals, e‑file tools); advanced Microsoft 365 (Outlook/Excel/Word/Teams).
• Client‑first communication: clear writing, confident phone presence, and calm under pressure.
• Operational rigor: you love checklists, create order from chaos, and hit dates reliably—especially in peak seasons.
• Prior experience in a CPA firm
• Exposure to bookkeeping or billing; familiarity with practice/tax software (e.g., practice management, portals, Quick Books).
• Notary commission or interest in obtaining one.

• Collaborative culture: partners who value your voice and a team that has each other’s backs.
• Growth: professional development, cross‑training, and a clear path to broaden responsibility.
• Stability + impact: join a respected firm where your operational excellence improves every client interaction.