Office Manager / Client Services Coordinator

Job Description

Job Description

We are a growing CPA and advisory firm in Avon, Ohio, looking for an organized, personable and dependable Office Manager / Client Services Coordinator to become an important part of our team.

This is much more than a traditional receptionist position. This person will often be the first point of contact for our clients, whether they are calling the office, dropping off tax documents or coming in for a meeting. We are looking for someone who genuinely enjoys working with people while also being highly organized, detail-oriented and comfortable learning new systems and processes.

The position will also play an important role in supporting our tax practice. Prior tax or accounting experience is helpful, but it is not required . We are willing to train the right person on our tax return assembly and administrative processes.

The ideal candidate is someone who takes ownership of their responsibilities, notices what needs to be done and follows through without needing constant direction.

What You'll Do

Responsibilities will include:

• Serve as the primary point of contact for clients calling or visiting our office
• Provide a friendly, professional and welcoming client experience
• Answer and route incoming telephone calls and respond to routine client questions
• Manage calendars, schedule client meetings and help coordinate appointments
• Assist with new-client onboarding and maintain accurate client information
• Learn and assist with the tax return assembly and delivery process
• Coordinate electronic signatures and tax return filing documentation
• Assist with tracking outstanding client information and following up with clients when needed
• Scan, organize and maintain electronic client documents
• Assist clients with our secure portal and practice-management software
• Process incoming and outgoing mail and client document deliveries
• Maintain and organize office supplies and day-to-day office operations
• Assist with billing and other administrative functions as needed
• Help maintain our practice-management system and ensure client information and workflow statuses remain current
• Provide general administrative support to the firm's professional staff

What We're Looking For

We're looking for someone who is:

• Friendly, polished and comfortable interacting with clients
• Exceptionally organized and attentive to detail
• Able to manage multiple priorities and deadlines
• Comfortable taking ownership of tasks and following them through to completion
• Able to exercise discretion when working with confidential financial and personal information
• Comfortable learning new technology and software
• Proficient with Microsoft Outlook, Word and Excel
• A strong written and verbal communicator
• Dependable and able to work effectively both independently and as part of a small team

Experience in a CPA firm, accounting department, financial-services firm, law firm, banking environment or other professional-services office is a plus, but not required.

Basic familiarity with accounting, bookkeeping or individual income taxes is also a plus.

What This Position Is — and Isn't

This is an administrative and client-service position with the opportunity to develop meaningful knowledge of the tax and accounting process. It is ideal for someone who enjoys being the person who keeps an office organized, builds relationships with clients and makes sure things get done.

This is not a tax-preparer or staff-accountant position , and a degree in accounting is not required.

Schedule

This is a permanent part-time (25-30 hours/week), in-person position in our Avon office.

Our business has seasonal deadlines, so additional hours may occasionally be needed during our busiest periods, particularly during tax season.

About Our Firm

We are a CPA and advisory firm serving individuals, families, businesses and nonprofit organizations throughout the country,

We are a growing firm that places a high value on personal relationships, responsiveness and providing an excellent experience for our clients. Our size allows each member of our team to have a meaningful role in how the firm operates and in the relationships we build with our clients.

We offer a professional but comfortable work environment and are looking for someone who wants to become an important, long-term member of our team.