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Job Title: Front Office Manager - Accounting Firm
Location: Kahului, Maui, HI
Job Type: Full-Time
Website: www.khalsacpaservices.com
Job Overview
Khalsa CPA Services, a fast-growing tax and accounting firm in Maui, is seeking for a capable Front Office Manager to join the CPA in building an expert team. Our firm prioritizes managing growth by promoting a culture of teamwork, valuing work/life balance, and emphasizing professional skill development. We cultivate an environment of continuous learning to improve our systems and streamline our processes, ensuring there is ongoing improvement and growth for the business.
This pivotal role will encompass a variety of responsibilities, including managing office operations, serving as the primary client communicator, organizing and delivering client work prepared by the tax accountants, and tracking and managing tax deliveries throughout the year. The ideal candidate will have a strong background in high-volume office management and customer service within a professional services environment, excellent communication and computer skills, proven ability to meet deadlines, and a keen familiarity and interest in the tax and accounting industry.
Key Responsibilities
1. Client Communications & Problem Solving:
Serve as the main point of contact for client inquiries.
Facilitate responses and solutions to client inquiries in a timely and professional manner, including coordinating with accountants, in the following areas:
i. General questions on taxes
ii. Client support with logistics including our software
iii. Delivery of basic information (FAQs and copies of forms)
iv. Other general inquiries as needed
Develop clear and accurate answers to frequently asked questions from clients.
2. Office Management:
Oversee the office facility, including utilities, office supplies, plants, cleaning, phone system, alarm and staff office furniture needs.
Manage updates to facility policies, office hours and notices for clients/website updates.
Manage routine tasks to maintain a clean, organized front office.
Oversee printing materials, mailings and client gifts.
3. Delivery of Client Work
Deliver tax returns, payment vouchers and invoices to clients
i. Organize and prepare tax return folders, various payment vouchers and other instructions for clients
ii. Delivery is both online and in person, as well as hybrid
Assist Accountants with delivery of the work product.
Communicate with clients upon delivery to ensure instructions are clear and their needs are covered (eg. Docusign, online invoice, etc).
4. Processing of Client Tax Information
Oversee screening and onboarding of new tax clients
Assist clients with the organization and receipt of their tax data.
Become familiar with tax organizers and information needed for processing taxes.
Sort and scan tax data into office system.
Assist with entering tax data accurately into the system.
5. Team Coordination:
Coordinate with the accounting team and other staff members to deliver client results efficiently, covering the front office and coordinating with the back office.
Be conscious of other staff’s workload and provide support to the team as needed to ensure a positive client experience and efficient workflow and delivery of work product.
6. Billing & Accounts Receivable:
Manage billing to clients and handle accounts receivable collections.
Enter data into various software to ensure transactions are properly accounted for.
Make bank deposits and enter into accounting software.
7. CRM & File Management:
Oversee client data in the CRM system and ensure all client information is up to date.
Maintain organized and secure files for the office, ensuring easy retrieval of documents.
8. Assistant to the CPA
Schedule client meetings with CPA
Assist the CPA with other projects as directed.
Qualifications
Experience:
Proven experience in office management during high-volume activity such as a tax season.
Experience in customer service delivery, with excellent communication skills.
Project management experience with deadline-driven projects.
High attention to detail, ability to double check work and track minute differences in data for accurate results.
Direct experience with accounting and taxes is a plus.
Technical Skills:
Proficient in Microsoft Office Suite (Word, Excel, Outlook)
Familiar with CRM systems and data entry
Familiar with accounting and tax information
Personal Attributes:
Highly organized with a very strong attention to detail.
Proactive problem solver with the ability to handle multiple tasks simultaneously, with an ability to switch gears easily.
Strong interpersonal skills with the ability to build and maintain client relationships.
Thoughtful communication and helpful attitude with desire to help clients and staff
Ability to manage high volumes of work under tight deadlines, with meticulous oversight and tracking to ensure no details are overlooked.
Speak with confidence and authority
Interest in developing knowledge and growing in the tax and accounting industry.
Compensation: $55,000 to $65,000 annual salary
Benefits
Flexible work schedule in the summer, with opportunity for reduced hours (30 hrs/week) from June - December (must work the full 40 hours/week in tax season Jan-May)
2 weeks Paid time off
Health Insurance
401(k) matching
How to Apply
Interested candidates are encouraged to submit their resume and a cover letter detailing their relevant experience and why they think they would be are a great fit for this role, to cpa@gkhalsacpa.com.
