Office Manager

Skillcloud HCM•Auburn, ME

7d•$70,000 - $85,000•Onsite

About The Position

Chasse & Mangum, CPAs & Consultants is seeking a polished, highly organized Office Manager to serve as the operational backbone of its Auburn, Maine office. This hands-on role helps the firm run smoothly and provides a welcoming experience for clients. The Office Manager greets clients, schedules meetings, manages client intake and tax form distribution, assists clients with the client portal, and supports billing, payment processing, and payroll data collection so CPAs and advisors can focus on serving clients. The role is suited to a proactive, people-focused professional who takes pride in creating an organized, welcoming, and efficient workplace and values a friendly, people-centric environment. The position is fully in-office, Monday through Friday, with flexibility outside tax season.

Requirements

High school diploma or equivalent.
At least 5 years of office management or senior administrative experience.
Working knowledge of basic billing and payment processing.
Tech-savvy and enthusiastic about learning and implementing new software.
Ability to identify issues, resolve discrepancies, and follow through without repeated supervision.
Polished communication skills, a warm and client-first demeanor, and discretion when handling confidential financial information.
Ability to manage competing priorities and meet firm deadlines, especially during peak tax season.
Strong working knowledge of Microsoft Outlook, Word, Excel, and Teams.

Nice To Haves

Associate or bachelor's degree in business administration, accounting, or a related field.
Office management or senior administrative experience in a CPA firm, accounting practice, or other professional services environment.
Familiarity with tax season workflows.
Experience with client portals or practice management systems.

Responsibilities

Greet clients and visitors and serve as the welcoming first point of contact in person, by phone, and by email.
Schedule and coordinate client meetings and manage calendars, especially during tax season.
Manage client information intake, ensuring files are complete, accurate, and securely organized.
Distribute tax forms to clients and track which forms have been sent and returned.
Help clients troubleshoot client portal questions and guide them through uploading and viewing documents.
Process payments and ensure client payments are recorded accurately and promptly.
Perform basic billing and invoicing in support of client accounts.
Print, assemble, and distribute reports for staff and client meetings.
Collect and organize payroll data, ensuring accurate and timely submission.
Learn and implement new technology and help the team adopt new software and tools.