Office Manager

Job Description

Job Description

We are looking for an Office Manager to support the day-to-day operations of our accounting firm in Santa Ynez, California. This position plays a central role in keeping administrative, financial, and client-facing processes organized so the team can deliver timely, high-quality service. The ideal candidate is detail-oriented, resourceful, and comfortable coordinating across multiple departments while maintaining a well-organized office environment.

Responsibilities:
• Oversee administrative operations for the office and help maintain efficient processes that support firm performance and client satisfaction.
• Coordinate the preparation and final assembly of tax return packages, verifying completeness and helping teams stay on schedule for filing deadlines.
• Respond to client service needs with care, track follow-up items, and help resolve issues through clear communication and organized execution.
• Maintain office supply inventory, place orders as needed, and work with vendors to secure reliable service and cost-effective purchasing.
• Manage calendars for leadership and staff by arranging meetings, appointments, and deadline-driven priorities across the organization.
• Provide executive-level administrative support, including preparing correspondence, organizing meetings, and coordinating logistics for remote or in-person activities.
• Administer billing and payment activities by supporting accurate invoicing, monitoring transactions, and addressing discrepancies in a timely manner.
• Organize digital and physical records to improve document access, safeguard confidentiality, and support consistent file management practices.
• Assign and monitor internal administrative tasks, follow progress against deadlines, and provide support to keep workflows moving efficiently.
• Review employee timesheets for completeness and accuracy and partner with leadership to ensure alignment with company procedures.• Experience in office administration, office management, or operations support within a services environment that requires strong attention to detail.
• Working knowledge of billing, accounts payable, accounts receivable, and account reconciliation processes.
• Ability to manage multiple priorities, coordinate deadlines, and maintain strong organizational control in a fast-paced setting.
• Proficiency with Microsoft Office and comfort learning or using tools such as QuickBooks, Adobe, Zoom, Slack, WebEx, Lacerte, and CanopyTax.
• Strong written and verbal communication skills with the ability to interact effectively with clients, vendors, and internal teams.
• High attention to detail and accuracy when handling documents, financial information, scheduling, and timesheet review.
• Bachelor’s degree is preferred but not required for consideration.
• Prior exposure to accounting or tax-related environments is helpful, but not mandatory.