ABOUT THE ROLE
Quality Tax Plus Services is an established tax and bookkeeping firm in Margate, Florida. We are hiring a part-time, in-person Tax Office Manager / Practice Administrator who already understands tax-office workflow and can bring structure, follow-through, and visibility to the daily operation of the firm.
This is not an entry-level administrative or receptionist position. To be considered, you must have completed at least two tax seasons in an administrative, operations, client-service, or office-management role within a tax, CPA, EA, or similar accounting practice. You must also have direct experience tracking tax returns from intake through e-file acceptance.
WHAT YOU WILL OWN
Tax practice workflow
- Maintain a production tracker showing each client, responsible team member, current status, next action, and due date
- Monitor document intake and ensure clients receive prompt acknowledgement
- Track engagement letters, organizers, missing documents, extensions, e-file acknowledgements, rejected returns, and unresolved items
- Coordinate client status updates and escalate technical tax questions to the appropriate preparer
- Support invoicing, payment follow-up, collections, and weekly production and revenue visibility
- Help prepare the office, workflows, and staff for tax season
Office and team coordination
- Establish and maintain practical physical and digital filing standards
- Coordinate mail, scanning, document naming, calendars, supplies, and routine vendor needs
- Create clear checklists and train the receptionist on repeatable daily and weekly procedures
- Follow up respectfully and consistently when work is incomplete or stalled
- Protect confidential client, taxpayer, employee, and business information
Bookkeeping administration support
- Coordinate bookkeeping-client onboarding, document requests, recurring billing, and workflow tracking
- Help ensure recurring client tasks have a clear owner, due date, and follow-up process
REQUIRED EXPERIENCE
- At least two completed tax seasons in a tax, CPA, EA, or similar accounting office
- Direct responsibility for tracking returns from intake through e-file acceptance
- Working knowledge of engagement letters, organizers, missing-document follow-up, extensions, e-file acknowledgements and rejections, invoicing, and client status communication
- Ability to identify the tax or practice-management software you used and explain your responsibilities and approximate office volume
- Strong follow-through, sound judgment, and confidence bringing order to an evolving operation
- Professional written and verbal communication
- Comfort with spreadsheets, practice-management systems, Microsoft 365 or Google Workspace, and tax-office software
- Reliable transportation and the ability to work in person in Margate, Florida
- Ability to handle taxpayer and financial information with discretion and follow security procedures
PREFERRED
- Experience supervising or training reception or administrative staff
- Experience supporting bookkeeping-client onboarding or recurring billing
- Familiarity with QuickBooks Online
- AI comfort and curiosity. We value practical, responsible use of AI at any level—from drafting and organizing work to improving workflows and automating repetitive tasks. Greater fluency is a plus, but sound judgment, verification, confidentiality, and willingness to learn are essential.
- Spanish or Haitian Creole proficiency is helpful but not required
Tax-preparation credentials are not required. Tax-office workflow experience is required.
Please do not apply if your experience is limited to general reception or clerical work, personal tax preparation without responsibility for office workflow, or bookkeeping with no tax-office experience.
SCHEDULE AND COMPENSATION
- Part-time W-2 position
- 20–25 hours per week on a predictable weekday schedule agreed upon at hire
- In person at our Margate office
- $23–$28 per hour, based on directly relevant tax-firm operations experience and ability to independently manage workflow
- Potential for additional hours during peak periods by mutual agreement
WHAT SUCCESS LOOKS LIKE IN THE FIRST 90 DAYS
- Every active client matter has an owner, status, next action, and due date
- Client documents are acknowledged promptly and missing items are consistently followed up
- E-file acknowledgements and rejections are monitored rather than discovered late
- Invoicing and collections follow a dependable weekly rhythm
- The receptionist has written procedures and a clear escalation path
- Management has reliable visibility into production, revenue, bottlenecks, and upcoming deadlines
WHY JOIN US
This is an opportunity to become the operational anchor of a growing local firm. You will have meaningful influence over how the practice runs while helping us deliver more organized, responsive service to the community.
Quality Tax Plus Services is an equal opportunity employer. We evaluate applicants based on relevant experience, capability, judgment, and alignment with the responsibilities of the role.
Pay: $23.00 - $28.00 per hour
Application Question(s):
- List the two most recent tax seasons you completed in a tax, CPA, EA, or similar accounting office. Include the firm type, your title, tax or practice-management software used, approximate return volume, and the workflow stages you personally handled.
- In 5–7 sentences, explain how you would track a tax return from client document intake through e-file acceptance. Include missing items, preparation and review status, invoicing or payment, e-file rejections, and client updates.
- Tell us how you currently use AI, if at all. Share one example ranging from a simple daily task to a workflow or automation, and explain how you checked the result and protected confidential information. If you are new to AI, tell us what you would be interested in learning.
Experience:
- tax-firm administration or operations: 2 years (Required)
Ability to Commute:
- Margate, FL 33063 (Required)
Work Location: In person
