What are the responsibilities and job description for the Tax Advisory Firm Office Manager position at Thoerner & Toma?
About the Role
We're a multi-office tax advisory firm looking for an Office Manager for our Newport Beach location who can do two things well: run the administrative engine of a busy tax practice, and lead the team that keeps it running. Please note that you MUST have experience with administration of tax returns in a CPA or tax advisory office.
You'll be the lead administrator — hands-on with tax return assembly, e-filing, and client deliverables — while also directing the day-to-day work of the admin team. During filing season, you'll be in the middle of the workflow, not watching it from a distance.
What You'll Do
Lead administration
• Assemble federal and state tax returns for partner review and client delivery, including e-file authorization forms, payment vouchers, and filing instructions
• Manage the e-filing process end to end: submission, acknowledgment tracking, rejection resolution, and confirmation to clients
• Track return status and due dates across the office, including extensions, so nothing slips
• Prepare, proof, and send client deliverables and engagement letters
• Maintain organized, accurate client files and firm records in our document management system
Team leadership
• Oversee and coordinate the administrative team: assign work, set priorities, and balance workloads (especially during peak season)
• Train new admin staff on firm procedures and quality standards
• Serve as the escalation point for administrative questions from staff, partners, and clients
• Identify where processes break down and fix them — we want someone who improves the system, not just operates it
Office operations
• Keep the office running: supplies, vendors, equipment, mail, and scheduling
• Support partners with calendar management, meeting prep, and client communications as needed
What We're Looking For
• 5 years of administrative experience in a tax practice — you understand what filing season actually looks like
• Direct experience with tax return assembly and e-filing workflows
• Prior experience supervising or coordinating the work of others
• Strong command of Microsoft Office and comfort learning tax and document management software (experience with CCH, UltraTax, Lacerte, or similar is a plus)
• Exceptional attention to detail — in this role, small errors have real consequences
• Calm under deadline pressure and able to keep a team calm too
• Discretion with confidential client and financial information
Schedule and Compensation
• Full-time, on-site in Newport Beach, CA
• Additional hours expected during tax season (January–April)
• Pay range: $40.00–$55.00 per hour. In compliance with California law, this is the range the firm reasonably expects to pay for this position. Placement within the range depends on experience, skills, and qualifications.
How to Apply
Send your resume and a brief note about your experience in a tax firm environment. We'd rather hear how you kept a filing season on the rails than read a list of software you've touched.
We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
Salary : $40 - $55