Office Manager

Office Manager

About the Position

Our CPA firm is seeking an organized, dependable Office Manager to coordinate daily office operations and support bookkeeping, payroll, billing, and collections. This role requires someone who can take ownership of recurring tasks, communicate professionally with clients, and keep work moving during busy periods.

Responsibilities

Office Administration

• Coordinate daily office operations, appointment scheduling, and client communications.
• Answer calls, respond to inquiries, and assist clients with submitting documents.
• Track client paperwork, outstanding information, and deadlines.
• Maintain organized electronic and paper files.
• Manage office supplies, incoming and outgoing mail, and administrative support.
• Help improve office procedures and coordinate workflow with accountants and other staff.

Bookkeeping and Payroll

• Record transactions, maintain accounting records, and reconcile bank and credit card accounts.
• Assist with accounts payable, accounts receivable, and routine financial reporting.
• Process payroll and maintain accurate employee and payroll records.
• Handle after-the-fact payroll, including recording and reconciling payroll paid by clients.
• Prepare or assist with quarterly and annual payroll reports, including federal and state filings.
• Research discrepancies and obtain missing information from clients.

Billing and Collections

• Prepare and issue client invoices based on completed work and established fees.
• Record payments and maintain accurate client account balances.
• Review outstanding balances and follow up professionally on unpaid invoices.
• Coordinate approved payment arrangements and track payments.
• Respond to billing questions and resolve discrepancies with firm leadership.
• Provide regular updates on receivables and collection activity.

Additional Duties

• Support firm leadership with administrative projects and reporting.
• Maintain confidentiality of client, employee, and financial information.
• Assist with other office and accounting duties as needed.

Qualifications

• Previous experience in office management, bookkeeping, or a similar role with financial responsibilities.
• Hands-on experience with payroll, invoicing, and accounts receivable.
• Working knowledge of QuickBooks, Microsoft Excel, and general office software.
• Strong organizational skills and attention to detail.
• Professional communication skills and confidence discussing billing and overdue balances with clients.
• Ability to prioritize tasks, meet deadlines, and follow through independently.

Preferred Qualifications

• Experience working in a CPA firm or other professional services office.
• Experience with after-the-fact payroll and payroll tax reporting.
• Familiarity with Onvio or similar time and billing software.
• Familiarity with Alabama payroll reporting.
• Accounting or business education is a plus.

How to Apply

Please apply through Indeed with your resume and a brief description of your experience with office administration, bookkeeping, payroll, billing, and collections.

Pay: $25.00 - $28.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Paid time off
• Professional development assistance

Work Location: In person