Office Manager

Office Manager – Tax Office

Position Summary

We are looking for an experienced, organized, and friendly Office Manager to help keep our tax office running smoothly. This position plays an important role in supporting clients, coordinating the tax return process, maintaining accurate office records, and making sure work moves efficiently from client intake through completion.

The ideal candidate is dependable, detail-oriented, comfortable working in a fast-paced tax environment, and enjoys being part of a team. This is a hands-on position with significant responsibility for the day-to-day operation of the office.

Key Responsibilities

Tax Return Workflow & Quality Control

• Coordinate the workflow of individual and business tax returns from initial client contact through completion.
• Monitor the status of tax returns and ensure deadlines are met.
• Review completed returns and supporting documentation for completeness and consistency before they are finalized.
• Identify missing information, potential issues, or items requiring the tax preparer's attention.
• Communicate with tax preparers regarding outstanding items and return status.
• Maintain organized client files and ensure documents are properly received, scanned, stored, and returned.
• Help coordinate extensions and other tax-season deadlines.

Client Service & Scheduling

• Serve as a welcoming and professional first point of contact for clients.
• Answer phones, respond to emails, and assist clients with questions and requests.
• Schedule client appointments and manage the office calendar.
• Follow up with clients for missing tax documents and information.
• Communicate tax return status and appointment information clearly and professionally.
• Maintain positive, long-term relationships with clients.

Billing, Bookkeeping & Office Administration

• Prepare and process client invoices and payments.
• Monitor accounts receivable and follow up on outstanding balances.
• Assist with bank deposits, expense tracking, and other routine accounting duties.
• Order office supplies and maintain an organized office environment.
• Manage incoming and outgoing mail and electronic correspondence.
• Maintain confidentiality of client financial and personal information.
• Assist with general administrative tasks as needed.

Qualifications

• Prior experience as an office manager or in a similar administrative management role.
• Experience working in a tax, accounting, bookkeeping, or professional services office is strongly preferred.
• Strong organizational and time-management skills.
• Excellent attention to detail.
• Professional and friendly communication skills.
• Ability to manage multiple priorities and deadlines.
• Comfortable working with confidential financial information.
• Proficiency with Microsoft Office, email, spreadsheets, and office management software.
• Experience with tax or accounting software is a plus.
• Ability to work independently while also being a supportive member of a team.

What We’re Looking For

The right person will be someone who takes ownership, keeps things organized, communicates well, and enjoys helping both clients and coworkers. You should be comfortable identifying what needs to be done and taking action without always being asked.

During tax season, the office can be busy and deadlines are important, so the ability to stay calm, organized, and positive under pressure is essential.

Position Benefits

• Friendly, team-oriented work environment
• Opportunity to take an important leadership role in the daily operation of the office
• Variety of responsibilities rather than a strictly administrative position
• Opportunity to build strong relationships with clients and the tax team
• Competitive compensation based on experience and qualifications

We are a small office with less than 6 employees looking to add a new member to the team. You will get to do it all here, no limits.