Office Manager (Operations)

What We're Looking For

The ideal candidate is:

• Highly proactive and self-directed.
• Exceptionally organized and detail oriented.
• Process-driven and continuously looking for ways to improve operations.
• Comfortable managing multiple priorities simultaneously.
• An effective coach who can motivate and support an administrative team.
• A strong problem solver who takes initiative.
• Professional, dependable, and trustworthy.
• Able to maintain strict confidentiality.
• Calm under pressure and adaptable in a fast-paced environment.

Required Qualifications

• Minimum of 3–5 years of office management, operations management, or business administration experience.
• Experience supervising or leading administrative staff.
• Demonstrated ability to manage multiple priorities and competing deadlines.
• Experience creating or improving office processes and workflows.
• Proficiency with QuickBooks Online.
• Strong Microsoft Office skills, including Outlook, Word, and Excel.
• Excellent organizational, written, and verbal communication skills.
• Strong project coordination and follow-through abilities.
• Must be able to work extended hours and weekends during the tax "busy season."

Preferred Qualifications

• Bachelor's degree in Business Administration, Human Resources, Accounting, or a related field.
• Experience working in a CPA firm, accounting firm, or other professional services environment.
• Experience with payroll administration or HRIS systems.
• Experience with QuickBooks, Tax Dome, Ultra Tax and Sure Prep tools strongly desired.
• Experience supporting recruiting, onboarding, and employee development.

What You'll Do

Office & Business Operations

• Oversee the daily operations of the office to ensure efficiency and exceptional client service.
• Supervise and coordinate the workflow of the administrative team.
• Monitor work assignments and deadlines to ensure projects are completed accurately and on time.
• Anticipate upcoming priorities and proactively address potential obstacles.
• Manage office calendars, scheduling, meetings, and administrative activities.
• Produce reports, business correspondence, and professional documents.
• Draft engagement letters, contracts, and other business documents.
• Review client billing for completeness and accuracy.
• Recommend operational improvements that enhance efficiency and productivity.
• Develop and document office procedures and standard operating processes.
• Support firm leadership with strategic and operational initiatives.

Human Resources Administration

• Coordinate recruiting activities and support the hiring process.
• Facilitate employee onboarding and offboarding.
• Create and deactivate employee system accounts.
• Maintain confidential employee personnel records.
• Coordinate the firm's performance review process.
• Support employee training and professional development initiatives.
• Serve as a resource for employee questions while maintaining confidentiality and professionalism.

Systems Administration

• Administer company software applications.
• Train employees on payroll and internal business systems.
• Ensure employee information is maintained accurately across company systems.
• Identify opportunities to improve technology utilization and office workflows.

What Success Looks Like

Successful candidates will:

• Take ownership of projects without requiring frequent follow-up from leadership.
• Keep multiple priorities moving while ensuring deadlines are consistently met.
• Hold themselves and their team accountable for delivering high-quality work.
• Build systems and processes that improve efficiency and reduce errors.
• Anticipate business needs and proactively recommend solutions.
• Communicate clearly and professionally with leadership, employees, and clients.
• Foster a culture of organization, accountability, collaboration, and continuous improvement.