Client Services & Office manager

Position Overview

We are seeking an organized, detail-oriented, and proactive Tax Administrative Manager to serve as the operational backbone of our CPA firm. This role split roughly 50/50 between overseeing the tax client lifecycle and managing internal office operations. As the primary "air traffic controller" for our tax workflows, you will manage client scheduling, track tax return statuses, and handle the formal release of final documents. Concurrently, you will ensure our internal office runs smoothly by managing general administration and assisting with baseline bookkeeping tasks.

Key Responsibilities

• Client Onboarding & Scheduling: Coordinate and manage client appointment calendars, especially during peak tax seasons; act as the primary administrative point of contact for tax clients.
• Workflow Tracking: Monitor the pipeline of incoming tax documents, track return progress, and ensure deadlines are met across the team.
• Return Assembly & Release: Assemble final tax packages, manage electronic signature processes (e.g., e-file authorizations), securely release returns to clients, and track e-file acceptances.
• Client Communications: Follow up with clients for missing documentation, field administrative inquiries, and deliver an exceptional client service experience.

Payroll, Bookkeeping & Office Operations

• Payroll Processing: Process weekly, bi-weekly, or monthly payroll for a portfolio of small business clients using cloud platforms (e.g., Gusto, QuickBooks Online Payroll, or ADP Run).
• Internal Bookkeeping & Billing: Assist with firm accounts receivable (A/R), invoice generation for completed tax work, processing client payments, and basic data entry.
• Office Administration: Manage office logistics, order supplies, handle incoming mail/packages, maintain digital and physical filing systems, and keep the office organized.

Qualifications & Skills

• Experience: 3 years of administrative or office management experience. Prior experience working within a CPA or tax preparation firm is highly preferred but not required.
• Payroll Knowledge: Proven experience processing employee payroll and utilizing payroll software (e.g., QuickBooks Payroll, ADP, Gusto).
• Tax Software Familiarity: Exposure to tax workflow or practice management software (e.g., CCH Prosystem Tax, Practice Management, major plus.
• Technical Savvy: High proficiency with MS Office (Word, Excel) and secure document sharing/e-signature platforms (Sharefile, DocuSign).
• Deadlines & Organization: Exceptional organizational skills with the ability to ruthlessly prioritize tasks under tight regulatory deadlines (such as March 15th and April 15th).
• Communication: Polished verbal and written communication skills suitable for high-value client interactions.

Pay: $17.00 - $22.00 per hour

Expected hours: 32.0 – 40.0 per week

Benefits:

• Flexible schedule
• Paid time off

Work Location: In person

Salary : $17 - $22