Office Manager / Client Services Administrator

Office Manager / Client Services Administrator

Administrative, Billing & Client Support Role for a Boutique CPA Practice

Employment Type: Full-Time

Work Setting: In-Office

Reports To: COO

Department: Firm Operations / Administration

Position Summary

We are seeking a proactive, highly organized, and technology-comfortable Office Manager / Client Services Administrator to support the daily operations of a boutique accounting and advisory firm. This role reports to the Chief Operating Officer (COO) and works closely with partners, team, clients, and vendors to keep the office, billing process, client communication, and workflow running smoothly.

The ideal candidate is dependable, detail-oriented, confident using computers and accounting software, and comfortable working in a deadline-driven professional services environment, especially during tax season.

Key Responsibilities

· Serve as a professional point of contact for clients by phone, email, and in person; route calls, monitor office/billing/fax inboxes, and coordinate follow-up.

· Schedule meetings, send calendar invitations, prepare client correspondence, welcome emails, engagement letters, document requests, and portal communications.

· Receive, process, scan, save, and distribute USPS mail, client records, signed documents, return receipts, and other correspondence using OneDrive and firm folders.

· Support new client onboarding by adding clients to firm systems, creating portals, organizing client folders, and updating onboarding and master tracking spreadsheets.

Billing, Invoicing & Payment Processing

· Prepare and process client invoices in Wolters Kluwer / CCH or similar practice management software; review billing worksheets and coordinate invoice amounts with firm leadership.

· Email invoices, respond to client billing questions, track retainers, and prepare recurring monthly or quarterly invoices.

· Process e-checks, credit card payments, and physical checks; record payments in CCH and update revenue, billing, retainer, and workflow spreadsheets.

· Identify and include reimbursable client charges such as postage, filing fees, QuickBooks fees, SunBiz fees, BOI-related fees, and other client-specific costs.

Accounting Firm Workflow Support

· Assist with tax return administrative workflow by tracking filed returns, downloading CCH e-file status reports, and updating client planning and workflow spreadsheets.

· Help coordinate IRS and state notice response administration, including preparing response packages, mailing or faxing documents, and sending client copies.

· Prepare Power of Attorney forms, coordinate client and partner signatures, and support annual compliance filings such as Florida Division of Corporations / SunBiz renewals.

· Download client portal documents and organize them in the appropriate OneDrive folder; notify the appropriate staff when files are received or updated.

Software & Technology

· Use Wolters Kluwer / CCH for workflow, billing, invoicing, client records, and e-file tracking.

· Use Intuit QuickBooks / QuickBooks Online for client-related fees, billing support, and accounting-related administrative tasks.

· Use Microsoft Outlook, Excel, Word, OneDrive, client portals, secure document-sharing platforms, and payment processing systems.

· Maintain internal spreadsheets for billing, workflow, retainers, notices, client onboarding, revenue, and administrative tracking; assist with basic computer and systems coordination.

Office Operations, Vendors & Facilities

· Coordinate office vendors and services, including cleaning, landscaping, electricians, plumbers, internet providers, fire inspection, recycling, and repair providers.

· Order office supplies, pay and organize office invoices, download utility bills and bank statements, and maintain clean, organized, professional office spaces.

· Support routine office maintenance and service coordination for multiple office locations when needed.

Required Qualifications

· Prior experience in office administration, client service, bookkeeping, billing, accounts receivable, or professional services administration.

· Strong computer skills and comfort learning new software; experience with invoicing, billing, payment processing, and client follow-up.

· Familiarity with QuickBooks Online or QuickBooks Desktop; experience with Wolters Kluwer / CCH, CCH Axcess, or similar CPA firm software is strongly preferred.

· Strong working knowledge of Microsoft Outlook, Excel, Word, and OneDrive; excellent organization, attention to detail, written communication, and follow-through.

· Ability to manage multiple deadlines, maintain confidentiality, and interact professionally with clients, vendors, partners, and staff.

Preferred Qualifications

· Experience in a CPA firm, tax firm, bookkeeping firm, law firm, or other professional services environment.

· Familiarity with tax return workflow, client portals, engagement letters, IRS notices, e-filing status tracking, retainers, recurring billing, and spreadsheet-based reporting.

· Experience coordinating vendors, supporting office operations, and improving administrative processes.

Ideal Candidate Profile

The successful candidate does not wait to be told what to do. They notice what needs attention, follow through, communicate clearly, and help improve processes. This person is both administrative and client-service oriented: proactive, accurate, responsive, calm under pressure, comfortable with accounting and office software, and service-minded with clients and colleagues.

Compensation, Schedule & Professional Expectations

This is a salaried, full-time position with a minimum expectation of 40 hours weekly. Regular office hours are 9:00 a.m. to 5:30 p.m. Compensation will be based on experience, software knowledge, and CPA firm or professional services background. During tax season, additional hours or weekend work may be requested, particularly in March, April, September, and October.

Benefits include 10 vacation days, including 6 major Holidays, and 5 PTO days. Professional dress is required. Jeans and sneakers are permitted on Fridays; sandals, T-shirts, and tight clothing are not appropriate for the office.

About the Firm

We are a boutique accounting and advisory firm focused on responsive, high-quality service to individuals, businesses, and organizations. Our team values professionalism, accuracy, client service, confidentiality, and continuous improvement. We are looking for someone who will strengthen internal operations and support an excellent client experience.