Office Manager

Description Holley & Company is seeking a highly organized, detail-oriented, and client-focused Office Manager to oversee daily office operations and provide administrative support across multiple functions, including client relations, tax administration, payroll coordination, banking activities, and office management. This position serves as the first point of contact for clients and plays a critical role in ensuring the efficient operation of the firm while maintaining exceptional customer service standards. Qualifications Key Responsibilities Client Relations & Front Office Management Answer and direct incoming telephone calls professionally and efficiently. Schedule appointments and coordinate calendars for office staff. Gather information from prospective clients and assist with appointment scheduling. Welcome clients and visitors, and maintain a warm, professional environment. Follow up with clients via phone, email, and text regarding tax return pickups and other firm communications. Process client credit card payments and assist with online payment inquiries. Office Administration & Operations Manage office supplies, including sourcing, ordering, inventory control, and pickup as needed. Ensure the office, reception area, and common areas remain clean, organized, and professional. Organize staff events, team outings, and seasonal activities. Handle all shipping and mailing responsibilities, including Priority Mail, Certified Mail, and package tracking. Tax Administration & Client Data Management Process tax returns. Scan and organize client documents, meeting notes, and supporting documentation. E‑file tax returns and monitor filing acceptance status. Create and maintain client records and databases. Establish and manage new client files and projects. Monitor project workflow, open projects, and project status reporting. Roll forward annual projects and maintain active project tracking. Complete workstream assignments and related document management. Pull IRS transcripts and prepare Form 2848 authorizations as required. Prepare and distribute annual tax organizers to clients. Payroll Administration Process scheduled, bonus, and off‑cycle payrolls. Assist client employees with payroll portal access and payroll‑related questions. Coordinate distribution and collection of W‑2s and 1099s. Coordinate with payroll clients for additions and deletions of employees. Post payroll‑related payments to accounts receivable records. Verify and validate bank account changes for payroll processing for clients’ employees. Banking & Financial Administration Deposit incoming checks and monitor credit card transactions. Track and reconcile deposits received via check and credit card. Set up and manage recurring credit card payment arrangements. Process client payments and maintain payment records. Qualifications Required Skills and Experience Minimum 3‑5 years of office management, administrative, bookkeeping, payroll, or accounting office experience preferred. Exceptional organizational and time‑management skills. Strong attention to detail with a commitment to accuracy. Ability to manage multiple priorities in a fast‑paced environment. Excellent verbal and written communication skills. Proficiency with Microsoft Office Suite, Adobe Sign, and document management systems. Ability to maintain strict confidentiality and professional discretion. Additional Requirements Extended hours may be required during tax season (January through April). Must maintain the highest standards of confidentiality regarding client and firm information. Perform other duties and special projects as assigned. #J-18808-Ljbffr