Mangrum

Office Manager

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  • Woodland Hills, CA, USA
  • 2022-06-07

Office Manager Job Description

Progresive, well established CPA firm offers an exceptional career opportunity for an office manager. Prefer experience with a CPA, law firm, or similar company including responsibilities spanning HR, Bookkeeping, IT, and administration. We offer a relaxed atmosphere, very reasonable work life balance, flexible hours, high base salaries and bonuses, great benefits, and excellent opportuities for advancement.

The Office Manager is a dynamic problem solver that is responsible for the growth of the organization. Success in this role means tackling frontline tasks and projects to fill in the gaps, while also providing leadership with strategy insight and direction. This role pivots between player and coach as they collaborate with partners, professional staff, and technology providers to improve functionality and business processes. This is an in-office position and reports to the managing partner.

Responsibilities:

  1. Accounting and Finance:
    1. Oversee financial aspects of the organization including accounting, forecasting, AR/AP, reporting, payroll with timeliness and accuracy
      1. Accounts Receivable includes deposit reporting, billing procedures, generate reports for each partner, preparing finance charges, sending out monthly statements and responsible for all partner receivable collections
      2. Accounts Payable includes keeping track of monthly payments made on 1st, 10th, and 20th each month and reconciling credit card accounts and statements.
    2. Build efficiencies in our AR/AP system and QuickBooks to maximize speed and accuracy
    3. Deliver weekly, monthly financial and performance reporting packages that are accurate with commentary and relevant business strategy insights
    4. Maintain QuickBooks
      1. Process monthly bank reconciliation and export corresponding reports
      2. Reconcile QBO to monthly deposit reports
    5. Operations:
      1. E-Filing operations maintenance
        1. Releasing E-file forms and extensions during tax season as well as off-season
        2. Generating reports to accurately maintain released database as well as pending tax returns that are ready to be released
      2. Develop project operational budgets for internal expansion efforts and 3rd party engagements
      3. Oversee the management of firm’s project workflows (i.e. creating new workflows, etc.)
      4. Create, manage, and distribute tax engagement letters
      5. Prepare weekly staff productivity reports
    6. Human Resources:
      1. Scheduling and managing new employee orientation – the process is collaborative which includes working with multiple professional and administrative staff
      2. Responsible for maintenance and facilitation of 401(k), Profit Sharing and Health benefit programs – provide partners with suggestions of programs and vendors
      3. Administering annual employee evaluations, reviewing evaluation forms, distributing to staff, and preparing consolidated schedule for partners
      4. Meet with HR Consultant on quarterly basis for any Federal and State of CA employee updates
      5. Maintain employee goodwill by organizing birthdays, holiday parties, firm meetings, etc.
    7. Technology:
      1. Management of 3rd party internal software system provider (Cetrom, CCH, etc.) as well as technology related vendors
      2. Approve technology updates with the firm’s outsourced cloud IT service
      3. Maintain technology needs including hardware, miscellaneous applications and equipment.
      4. Maintain website improvements and presence
      5. Member of firm’s IT committee
      6. Attend conferences and trainings to improve current systems
    8. Ad Hoc tasks and projects as needed by leadership
    9. Management of the Administrative Department
      1. Oversee firm’s administrative staff
      2. Oversee Help Desk effectiveness across all firm systems including portal management, client requests, client database updates, continuing education registrations, etc.
      3. Oversee execution and implementation of technology resources including purchasing, training, and application
        1. Collaborating with the technology committee to find solutions to on-going technical issues and research new software to stay innovative in information management.
      4. Oversee client set-ups and projects for new clients
      5. Oversee client database management