Office Manager

Office Manager Job Description JOB # 74469

Join our Client's Team!

Are you highly organized, detail-oriented, and looking to make a difference in a professional office environment? Our client's small but dynamic CPA firm is seeking an experienced Office Manager to oversee daily operations and help them deliver exceptional client service. If this appeals to you, keep reading!

About the Client

Our client employs a close-knit team of accounting professionals dedicated to providing personalized tax, accounting, and consulting services. The firm values integrity, reliability, and a supportive atmosphere where every team member's contribution matters.

Office Setting

The client's office offers a welcoming and professional atmosphere. The office space is modern, well-lit, and thoughtfully designed to promote productivity and comfort. Large windows offer plenty of natural light. Located in Ripon, the area is known for picturesque streets, boutique shops, and local eateries, creating a pleasant and vibrant community vibe.

Role Description

As Office Manager, you will play a vital role in ensuring the smooth operation of our office. You'll coordinate administrative processes, support the entire team, and serve as the main point of contact for clients and vendors. Your proactive approach and attention to detail will help them maintain exceptional service standards.

Key Responsibilities

Office and Client Coordination

• Greet clients and answer phone calls with professionalism and courtesy.
• Serve as the first point of contact for all clients, vendors, and external stakeholders.
• Coordinate calendars, appointments, and meetings for clients and the team.
• Supervise and coordinate office activities, ensuring efficient workflow and adherence to company policies.
• Manage vendor relationships, including overseeing and tracking all service agreements and contracts.
• Maintain office supplies inventory and manage budgets for various departments.
• Plan and organize company events, meetings, and training sessions to foster team engagement and development.

Financial and Administrative Support

• Summarize and prepare documentation related to billing, invoicing, bookkeeping, and payroll.
• Provide comprehensive clerical support, including precise document preparation, scanning, digital and physical filing, and data entry.
• Support the onboarding process for new clients and team members, ensuring all administrative paperwork is complete and systems access is granted.
• Utilize phone systems effectively for internal and external communication.
• Maintain a high level of confidentiality and discretion regarding all client and firm financial data.

Qualifications

Required Experience and Skills

• Proven experience in office management or a similar administrative/supervisory role.
• A positive, proactive attitude - Attitude is EVERYTHING!
• Familiarity with payroll systems and fundamental accounting processes is essential.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook & Teams) and the ability to quickly learn new industry-specific software.
• Strong organizational skills with meticulous attention to detail and the ability to multitask in a fast-paced environment.
• Excellent communication skills, both verbal and written, for effective interaction with clients and team members.
• High level of integrity, professionalism, and discretion.

Preferred Qualifications

• Experience in a CPA or professional services firm setting is a significant plus.
• Strong supervisory skills with the ability to lead, delegate, and manage administrative staff or a team effectively.
• Proven ability in event planning and vendor management practices.
• A demonstrated ability to develop and coordinate basic training programs that meet organizational administrative and efficiency needs.
• An associate or bachelor's degree or equivalent work-related experience

Employee Benefits

• Competitive salary based on experience.
• Flexible hours and a positive work-life balance.
• Supportive and collaborative team environment.
• Opportunities for professional growth and development.
• Comprehensive benefits package including Health insurance, 401(k) match, Paid Time Off, and a Flexible Spending Account.

Location: Ripon, CA.

Flexible Work Hours: This position will work between 3 - 4 days per week outside of the busy tax season, with our office closed on Fridays from April 16 through Mid-January. During tax season (January 12 through April 15), this position will work 40 hours per week. Office hours are 8:30 am - 5:00 pm.

Reports To: Managing Partner

Compensation: $72,800 annual salary

EEO: This company is an Employment Equity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, disability, sex or national origin. Qualified minorities, women and veterans are encouraged to apply.

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