Operations Manager (Contract to Hire: $33k to $37k)

Operations Manager (Contract to Hire: $33k to $37k)

Atlanta, Georgia, United States

About the Job Operations Manager (Contract to Hire: $33k to $37k)

Job Duties

• Greet clients in a warm and welcoming manner, identifying their needs appropriately.
• Answer phones promptly, assisting clients and potential clients with the highest level of customer service (not just taking a message. Be my filter). Your goal is to get each caller to make an appointment.
• Check voicemail and return calls promptly
• Check email and respond to clients promptly
• Assist clients with scheduling appointments, fully explaining process to them
• Act as a barrier between clients and owner, helping them with small tasks (emailing client returns, answering simple questions, assisting with checking refund status, etc.)
• Instruct clients of new remote appointment process (including 36-hour turnaround) using ShareFile to submit documentation
• Manages calendar, confirming appointments and shifting tasks as needed
• Inform clients of other changes as needed
• Check in procedures - when clients report to office, greet them promptly, have them fill out questionnaire, sign engagement letter and organize all documents prior to sending them in for tax prep
• Check out procedures - have client sign documents required by law to process tax return and explain billing process to client. Either have them pay by bank product or out of pocket at time of filing.
• Report to work during specified work hours, using time clock for accuracy and timely completion of payroll.
• Filing - client files are to be filed by the end of each business day at a specified time.
• Gather and address outgoing mail each day at a specified time
• Incoming mail should be sorted/routed each day at a specified time
• Track and mail out referral fees according to referral policy.
• Print client checks and facilitate client pickup according to our policy
• Make small adjustments to company website
• Update client mailing list monthly
• Order and stock supplies.
• Fax Form 8821s to IRS CAF unit as requested.
• Create and maintain ShareFile folders for each business client
• Determine accounts receivable at end of busy season and begin collections
• Open to new challenges and assist with special projects as requested.
• Able to pick up additional administrative responsibilities when needed.

Daily Tasks

• Answering the phone and assisting each caller
• Filing client folders
• Monitoring schedule for double booking, etc.
• Referrals - mailing within two days
• Mailing out client returns as requested
• Monitor office supplies, make monthly supply orders

Weekly Tasks

• Maintain client email list in MailChimp
• Faxing form 8821 off to IRS CAF Unit
• Other duties as assigned

Monthly Tasks

• Monthly client newsletter is to be written and submitted to manager for proofing/editing before being sent out.
• Create social media content and schedule posts. Interact with clients on social media.
• Scan client files to shared network drive at end of busy season
• Other duties as assigned

Job Requirements

• Bachelors Degree in Accounting or business-related field required
• Proficiency in computer programs, such as Microsoft Word and Excel, and database systems
• Proficiency in WordPress web builder and MailChimp marketing tool.
• Basic understanding of the tax laws and regulations - assessment will be given.
• Using office equipment such as fax machines, copiers, and scanners
• Excellent interpersonal and communication skills
• Having basic mathematical skills
• Handling sensitive and confidential information properly
• Good organizational skills and attention to detail
• Must have reliable transportation
• Must be able to lift boxes that weigh in excess of 10 pounds
• Dress code should be business casual
• Personal calls during business hours are to be limited.
• Personal calls and personal business are to be handled on lunch break.

BENEFITS Medical, Dental No Travel Required