What are the responsibilities and job description for the Office Manager - CPA Firm position at Warner Pearson Vandejen & Consultants, CPA, PLLC?
Office Manager / Client Services Coordinator
Overview
WPV & Consultants, CPA is seeking a highly organized, professional, and customer-focused Office Manager / Client Services Coordinator to join our growing CPA firm in West Palm Beach.
As a small office, every team member plays an important role in our success. We are looking for someone who enjoys wearing multiple hats, takes ownership of their responsibilities, and is committed to providing exceptional client service. This position serves as the primary point of contact for our clients and is essential to keeping the office organized, projects on track, and deadlines met.
The ideal candidate is dependable, detail-oriented, proactive, and enjoys working in a fast-paced professional environment. If you take pride in following through, communicating effectively, and helping others, we'd love to hear from you.
Responsibilities
- Serve as the first point of contact for clients by phone, email, and in person.
- Answer and direct incoming calls using a multi-line phone system.
- Schedule appointments and manage calendars.
- Monitor client requests and ensure timely follow-up.
- Request and track tax documents, electronic signatures, and other required information.
- Process incoming mail, IRS and state tax notices, and client correspondence.
- Maintain accurate electronic and physical client files.
- Assist with engagement letters, client onboarding, and document management.
- Coordinate outgoing mail, certified mail, and deliveries.
- Maintain office supplies and coordinate with vendors as needed.
- Support the partners and staff with administrative projects and special assignments.
- Keep projects organized and provide regular status updates to ensure deadlines are met.
- Assist with other administrative duties as needed to support the firm's operations.
Qualifications
- Minimum of 3 years of administrative or office management experience in a professional office.
- Experience in a CPA firm, tax office, law firm, financial services, insurance, or other professional services environment is strongly preferred.
- Exceptional organizational and time management skills.
- Excellent verbal and written communication skills.
- Professional, friendly, and client-focused demeanor.
- Strong attention to detail and commitment to follow-through.
- Ability to manage multiple priorities while meeting deadlines.
- Proficiency with Microsoft Outlook, Word, and Excel.
- Ability to learn new software and technology quickly.
- Ability to handle confidential information with professionalism and discretion.
What We're Looking For
We're looking for someone who takes ownership of their work, communicates proactively, and enjoys helping clients. The ideal candidate is dependable, organized, and committed to providing outstanding service while supporting a collaborative team environment. We value initiative, accountability, and a positive attitude.
Schedule
- Full-time, in-office position.
- Monday through Friday.
- Overtime is required during tax season (January through April), including occasional evenings and Saturdays, to meet client deadlines.
- We are seeking someone interested in building a long-term career with our firm.
Compensation & Benefits
Competitive compensation based on experience, along with paid time off, paid holidays, and opportunities for professional growth.
Benefits:
- Health insurance
- Paid time off
- Retirement plan
Work Location: In person