This position is for a full-time tax and financial planning office manager. Hours will generally be M-F 9:00 am - 5:00 pm. However, during busy seasons there will be the opportunity for overtime including weekend and evening hours. The office manager is expected to additionally work one weekend day (Saturday or Sunday) from February to April 15 and stay late during the regular work week.
Our company focuses on tax and financial planning for individuals and small businesses.
Responsibilities include:
- Coordinating office processes, including organizing and scanning client documents and ensuring communication between the client and staff members
- Proactively managing database and workflow systems to ensure accurate maintenance of client data
- Responding to client needs on behalf of professional staff as needed to assist in time and workflow management
- Collating and sending tax returns to clients electronically or by mail
- Processing tax return e-files and following up with clients as necessary to meet deadlines
- Preparing engagement letters for clients
- Coordinating and organizing materials for meetings
- Scheduling client meetings and sending confirmation emails
- Typing documents and letters
- Overseeing general office functions, including coordinating with administrative staff
- Organizing and ordering office supplies as needed, and ensuring office supplies are properly stocked
- Training newly hired professional and administrative staff in general office functions and policies
- Managing e-mail accounts by checking and responding to e-mails and secure uploads and following up as necessary
- Following-up with professional staff and clients as needed to ensure that clients are helped in a timely manner and when appropriate working as a liaison between the professional staff and the client
- Updating client database profiles and folders
- Conducting clerical duties such as filing, copying, printing and scanning
- Working directly with clients to answer their inquiries
- Communicating with prospective clients by explaining our services
- Performing receptionist duties including amicably greeting clients and answering phone calls
- Sending mailings and letters and working with staff members to send out client mailings
Qualifications:
- Interpersonal skills
- Strong written and verbal communication including phone calls
- Ability to relay information and messages accurately
- Attention to detail
- Organizational skills
- Reliability and timeliness
- Follow up skills
- Microsoft Office proficient
- Teamwork skills
- Professional attitude and demeanor
- Ability to multitask in a fast-paced environment
- Creative thinking to improve ways of working
- Prioritizes and is resourceful in completing tasks
- Strong technology skills with an ability to adapt to changes and new programs
- High school diploma or equivalent experience (required); Bachelor's degree (preferred)
- Calendar management (experience in Calendly preferred)
- Knowledge of DocuSign (preferred)
- Knowledge of ProSeries (preferred)
- 3 years of management experience (preferred)
- 1 or more years of working in a tax office or CPA firm or financial advising firm (preferred)