Office Manager

We are a well-established and reputable CPA firm in Santa Barbara that maintains a high level of professionalism and excellence in our community. The successful candidate for the position of office manager has the ability to exhibit operational excellence, professional conduct, and the highest degree of responsibility and discretion. This position operates within a fast-paced and demanding environment, necessitating demonstrable strong management skills, flexibility, and reliability. The office manager is responsible for the comprehensive administration, coordination and oversight of facilities management and office operations within the Santa Barbara office.

Duties and Responsibilities

• Maintain accounts, negotiate, and review contractual relationships with 40+ vendors.
• Exercise comprehensive supervision of the administrative team, encompassing hiring, managing, mentorship, ongoing review (bi-annual and ad hoc), and progressive development to foster professionalism, improvement, and collaborative efficiency for a smooth running office. Prepare agenda and lead monthly admin team meetings.
• Perform project management duties including monitoring incoming tax returns ready for e-filing, tax filing deadlines and reporting, filing returns in tax software, updating leadership team on staff hours and availability, producing and analyzing productivity reports, closing projects, and other PM tasks as assigned by the Managing Partner.
• Monitor, inspect, and ensure the proper aesthetic condition of all shared office spaces, exercising professional discretion when instituting modifications or submitting recommendations to the Partner group.
• Facilitate all office technology support in partnership with designated IT contacts both internal to the office and external with headquarters. Ensure timely resolution of technical issues or requirements that may arise.
• Oversee and manage all major office events including but not limited to, office wide lunch meetings, dinner parties, and retreats.
• Supervise and coordinate training arrangements, engagement events, and annual reviews in direct consultation with designated Partners and external organizations. Ensure registration, documentation, and reporting are rigorously maintained.
• Exercise direct oversight over tax engagement processes, including template finalization, client communication, e-file management, and document receipt/filing.
• Attend monthly leadership meetings; maintain accurate meeting minutes and disseminate reports to the Partner group in a timely manner.
• Produce relevant financial reports on request and respond to requests for invoice history and balance inquiries as received from partners or clients.
• HR and marketing liaison with corporate; advise and instruct staff on office procedures, best practices, and compliance matters.
• Facilitate onboarding and offboarding of staff, as well as facilitating all aspects of our internship program, including communication with candidates, phone interviews, applicant selection, and calendar coordination.
• Exercise authority in budgetary matters, including expense reimbursement control, credit card auditing, and mitigation of erroneous or excessive charges by vendors.
• Administer office communications pertaining to essential updates, announcements, and postings via approved electronic communication platforms.

Qualifications

• Bachelor's degree from an accredited institution (Master's degree preferred).
• 5+ years of experience as an office or operations manager.
• Demonstrated history of professional management with direct experience administering facilities, contracts, budgets, project management, and personnel in environments of comparable complexity and pressure.
• Excellent research and analytical skills with a strong attention to detail.
• Experience managing people or a team in an office setting.
• Experience in project management, overseeing medium to large projects.
• Proficient computer skills in the Microsoft Office Suite.
• Adaptability, a positive attitude, and an impeccable character.
• Advanced organizational, analytical, leadership, and interpersonal communication skills.
• Ability to interpret and execute legal, contractual, and regulatory requirements, and to render judgment in the administration of office policy and procedure.
• Excellent writing skills and the ability to communicate effectively.
• Experience using GoFileRoom a plus.

What we offer:

• Competitive compensation
• Unlimited PTO for qualified employees
• Generous health and welfare benefits
• Focus on work/life balance
• Flexible schedules
• Opportunity to work with a friendly and supportive team
• Strong mentoring program with a focus on the success of each team member

The office manager must conduct themselves with operational excellence, ensuring compliance, integrity, and sustained professionalism as prerequisites to all actions and decisions.

The compensation for this position ranges from $80,000 - $100,000. Actual compensation will be dependent upon the individual's qualifications, experience, skills, licensure, and certifications.