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Office Manager
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The Ultimate Tax Experience
Atlanta, GA (In Person)
$67,500 Salary, Full-Time
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Job Description
Office Manager The Ultimate Tax Experience Atlanta, GA Job Details Temp-to-hire | Full-time $60,000 - $75,000 a year 1 hour ago Benefits Health insurance Dental insurance 401(k) Paid time off Professional development assistance Qualifications Google Workspace Team leadership Filing Administrative experience Attention to detail QuickBooks Managing projects Productivity software Full Job Description Position Summary The Office Manager is responsible for ensuring that our company operates efficiently, professionally, and according to established processes. This role serves as the central point of coordination between clients, staff, vendors, and leadership while protecting the firm's time, maintaining accountability, and ensuring that work flows through the proper channels. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable enforcing policies and procedures. They understand that their role is not simply to solve problems, but to ensure the right people solve the right problems. Core ResponsibilitiesAdministrative Operations Manage daily office operations and administrative workflows. Monitor firm inboxes and route communications appropriately. Maintain client records, engagement letters, and internal documentation. Coordinate calendars, meetings, and deadlines. Ensure office systems, software subscriptions, and supplies remain operational. Serve as the first point of contact for general office inquiries. Client Experience Oversee client onboarding and offboarding processes. Ensure engagement letters, deposits, and required documentation are received before work begins. Monitor client communication response times. Track outstanding client requests and follow-up items. Maintain a professional and consistent client experience. Workflow Management Track return preparation, bookkeeping, payroll, tax planning, and advisory projects. Maintain project status reports and internal deadlines. Ensure tasks are assigned to the appropriate team members. Escalate bottlenecks before they become emergencies. Assist leadership with capacity planning and scheduling. Accounts Payable & Vendor Management Receive vendor invoices and ensure they follow the firm's approval process. Confirm invoices have department approval before submission for payment. Maintain vendor records, W-9s, and payment information. Track payment due dates and assist with weekly payment processing. Prevent vendors from bypassing the approval chain. Human Resources & Team Support Assist with employee onboarding and offboarding. Maintain employee files and compliance records. Coordinate training schedules and staff meetings. Track PTO requests and attendance. Support performance review processes. Process Enforcement Ensure all staff follow established workflows and procedures. Maintain and update standard operating procedures (SOPs). Identify inefficiencies and recommend improvements. Protect leadership's time by redirecting issues to the appropriate person whenever possible. Hold team members accountable for deadlines and responsibilities. Technology & Systems Assist with administration of: Canopy QuickBooks Online Gusto Google Workspace Acuity Scheduling Microsoft Office Other firm software platforms Coordinate software implementations and process improvements. Key Performance Indicators (KPIs) The Office Manager will be evaluated on: Client response time Project completion timeliness Percentage of invoices following approval process Reduction in interruptions to leadership Employee compliance with procedures Client onboarding completion rates Staff meeting and task follow-through Accuracy of records and documentation QualificationsRequired 3+ years of office management, operations, or administrative leadership experience. Strong organizational and project management skills. Excellent written and verbal communication. Ability to manage multiple priorities simultaneously. High attention to detail. Strong problem-solving abilities. Proficiency with Microsoft Office and Google Workspace. Preferred Experience in a CPA firm, tax firm, bookkeeping firm, or professional services environment. Familiarity with Canopy, QuickBooks Online, Gusto, and tax workflows. Experience managing client service teams. Understanding of accounting and tax firm operations. Ideal Candidate Traits Firm but professional. Highly organized. Process-driven. Comfortable enforcing boundaries. Excellent follow-through. Anticipates problems before they occur. Protects leadership's focus and time. Does not create urgency where none exists. Understands that "everything is not an emergency." Success in This Role Looks Like Six months from now: Leadership is spending less time putting out fires. Vendors follow the proper approval process. Staff know who owns what. Client requests are tracked and completed on time. The office runs smoothly without constant intervention from ownership. Work is flowing through systems instead of through Erica.