Office Manager

Job Summary
Small downtown Vero Beach office seeking a dynamic and highly organized Office Manager to oversee daily administrative operations and ensure the smooth functioning of accounting and tax office environment. This role is vital in coordinating administrative tasks, managing office systems, and supporting wfh team members to foster a productive and welcoming workplace. The ideal candidate will be proactive, detail-oriented, and possess excellent communication skills, including understanding foreign accents of foreign team members. If you thrive in a fast-paced setting and enjoy multitasking, this is your opportunity to make a meaningful impact by maintaining efficient office workflows and delivering exceptional customer support.

Responsibilities

• Manage front desk operations, including greeting visitors and walk-in clients, answering multi-line phone systems, and providing excellent customer service.
• Schedule appointments in CRM (Customer Relations Management) software, create projects for each client in CRM, assist clients and team with CRM, keep notes and tasks in CRM and communication in CRM.
• Oversee office management duties such as uploading documents for digital filing, data entry, calendar management, and organizing supplies.
• Utilize computer skills to handle correspondence, proofread documents in detail for proper digital file management, and maintain accurate records using CRM - HoneyBook, some Microsoft Office and Google Workspace.
• Coordinate appointments, meetings, and calendar schedules for staff members while ensuring timely reminders and follow-ups. Coordination of clients is extremely important and vital for this small office.
• Support bookkeeping activities using QuickBooks or similar accounting software for invoicing, billing, and expense tracking.
• Maintain office equipment and troubleshoot technical issues related to computer literacy or office technology. We maintain high levels of document confidentiality and control for IRS purposes and client safety.
• Provide clerical support including typing reports, proofreading documents, managing filing systems, and supporting data entry tasks.
• Ensure proper phone etiquette when handling inquiries via multi-line phone systems or customer support channels directing calls to proper team.
• Assist with administrative projects that enhance office efficiency and contribute to a positive work environment.
• Assist with marketing materials, delivering those materials and other documents within the local area to local businesses and clients.
• Attending Networking and Marketing Events when needed for company growth.

Qualifications

• Proven experience in office management or administrative roles with strong organizational skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace and Apps (Gmail, Google sheets, docs, forms, Calendar and other apps), and basic computer literacy.
• Experience with QuickBooks or bookkeeping software is highly desirable.
• Excellent communication skills; bilingual abilities are a plus for serving diverse clients and team members effectively.
• Strong clerical experience including filing, proofreading, data entry, and document management.
• Knowledge of front desk operations, multi-line phone systems, phone etiquette, calendars, customer relations management software and customer service best practices.
• Ability to handle multiple tasks efficiently with excellent time management skills.
• Attention to detail a must for client detailed information.
• Confidentiality and client trust is a must.
• Personal assistant, legal assistant or medical/dental receptionist experience is advantageous but not required. Join us as an Office Manager to lead our administrative team with enthusiasm and professionalism! Your organizational expertise will help create an efficient workspace where everyone can thrive while delivering outstanding support to clients and colleagues alike.

Pay: From $18.00 per hour

Benefits:

• Employee discount
• Flexible schedule
• Professional development assistance
• Referral program

Education:

• High school or equivalent (Required)

Work Location: In person

Salary : $18