Office Manager & Client Services Coordinator
Part-Time Position (30 Hours Per Week) with Full-Time Benefits
Compensation: $17.00 - $23.00 Per Hour + Bonus Opportunities
Sarah Jones CPA is seeking an organized, energetic, and client-focused Office Manager & Client Services Coordinator to join our growing team.
This position serves as the first impression of our firm and plays a vital role in creating an exceptional client experience while helping our office operate efficiently. The ideal candidate is highly organized, enjoys helping people, thrives in a fast-paced environment, and takes pride in keeping projects, communications, and daily operations running smoothly.
This role combines client service, office administration, executive support, project coordination, and accounts receivable responsibilities.
Schedule
- Part-Time (Approximately 30 Hours Per Week)
- Monday – Friday
- 9:00 AM – 3:00 PM
- In-Person Position
- No Typical "Tax Season" Hours
Compensation
- $17.00 - $23.00 per hour, based on experience, skills, and qualifications
- Expected Hours: 30 per week
- Annual Performance Bonus Opportunity Based on Scorecard Metrics
Primary Responsibilities
Client Experience & Front Office Management
- Serve as the first point of contact for clients, visitors, and vendors
- Answer and direct incoming phone calls
- Greet clients and provide a professional, welcoming experience
- Schedule and coordinate client meetings
- Assist with client onboarding and administrative processes
- Ensure clients receive prompt communication and excellent service
Email & Communication Management
- Monitor and triage incoming emails
- Route requests to the appropriate team members
- Follow up on client requests and outstanding items
- Assist with maintaining efficient internal and external communication
Executive Support
- Assist with Sarah's calendar management and scheduling
- Coordinate meetings and appointments
- Track action items and important deadlines
- Help prioritize and organize projects and initiatives
- Support leadership with administrative and operational tasks
Office Management
- Maintain smooth day-to-day office operations
- Order and manage office supplies
- Coordinate vendors and office maintenance needs
- Organize and maintain digital and physical records
- Assist with implementing and maintaining office systems and processes
Project Coordination
- Help coordinate internal projects and firm initiatives
- Track project deadlines and deliverables
- Follow up with team members on assigned tasks
- Assist leadership in keeping projects organized and moving forward
- Support process improvement initiatives throughout the firm
Client Escalation & Team Support
- Assist with resolving client concerns and service issues
- Serve as a resource for team members during client escalation situations
- Help ensure client issues are addressed promptly and professionally
- Support a culture of accountability, communication, and exceptional service
Accounts Receivable
- Assist with client invoicing and collections follow-up
- Monitor outstanding balances
- Maintain accurate client account records
- Support leadership in maintaining healthy cash flow and collection processes
Community & Event Coordination
- Assist with planning and coordinating client appreciation events
- Support community involvement activities and sponsorship events
- Assist with team-building activities and retreats
- Help coordinate social media-related events and firm initiatives
Qualifications
- Previous experience in office administration, office management, customer service, executive support, or a similar role required
- Strong organizational and time management skills
- Excellent written and verbal communication skills
- Professional and positive attitude
- Ability to multitask and manage competing priorities
- Strong attention to detail and follow-through
- Proficiency with Microsoft Office and Google Workspace
- QuickBooks experience is a plus but not required
- Experience working in a professional services environment is preferred
Why Join Sarah Jones CPA?
At Sarah Jones CPA, we're proud to be one of the fastest-growing CPA firms in our area. Our growth is driven by our commitment to excellence, exceptional client service, strong systems, and an incredible team culture.
We are a family-friendly workplace with a consistent schedule of Monday through Friday, 9:00 AM to 3:00 PM, allowing our team members to balance work, family, and life.
Unlike many accounting firms, we do not typically require "tax season" hours. We believe our team performs best when they have healthy work-life balance, clear expectations, and the support they need to succeed.
We are not your typical CPA firm. Our team is active in the community, engaged on social media, and passionate about making a meaningful difference in the lives of our clients and the communities we serve. We genuinely care about helping business owners succeed, and we're looking for someone who shares that passion and wants to contribute even more value to our clients and our team.
Our Culture
Culture is incredibly important to us. We've worked intentionally and worked hard to build a workplace where people enjoy coming to work, feel supported, and are empowered to grow.
We value:
- Excellence and professionalism
- Positive attitudes and solution-focused thinking
- Growth and continuous improvement
- Transparency and open communication
- Teamwork and mutual respect
- Accountability and ownership
- Going above and beyond for our clients
We are intentional about protecting our culture. We do not tolerate:
- Drama
- Gossip
- Negativity
- Blame-shifting
- Toxic workplace behavior
We believe that great teams are built by great people who choose to bring positivity, professionalism, and a willingness to help others succeed.
How We Operate
We are a fast-paced, growth-oriented firm that believes success comes from having the right people, systems, and processes in place.
Our team operates using documented systems, clear processes, and scorecard metrics that help everyone understand expectations and measure success. We believe in providing our team members with the tools, training, support, and authority they need to excel in their roles.
We don't believe in micromanagement. We believe in accountability, ownership, and empowering our team to make decisions, solve problems, and contribute to the continued growth of the firm.
Benefits & Perks
Enjoy the flexibility of a part-time schedule with benefits typically reserved for full-time employees.
At Sarah Jones CPA, we believe great team members deserve great support. That's why this part-time position includes access to many of the same benefits offered in full-time roles.
Benefits include:
- Paid Time Off (PTO)
- Paid Holidays
- 401(k) with Company Match
- Health Insurance Available
- Next Level Urgent Care Membership (100% Company Paid)
- Annual Performance Bonus Opportunities Based on Scorecard Metrics
- Team-Building Retreats and Team Events
- Community Service and Community Involvement Opportunities
- Professional Development and Growth Opportunities
- Family-Friendly Schedule with Consistent Hours
What Success Looks Like
The successful candidate will:
- Deliver an exceptional client experience
- Keep office operations running efficiently
- Help leadership stay organized and focused
- Follow through on commitments and deadlines
- Communicate proactively
- Embrace accountability and ownership
- Contribute positively to our team culture
- Support the continued growth and success of the firm
We're not looking for someone who simply wants a job—we're looking for someone who wants to be part of a mission-driven team that makes a meaningful impact on the businesses, families, and community we serve. If you're someone who thrives in a positive, high-performing environment, enjoys helping people, embraces growth, and takes pride in doing things the right way, we'd love to meet you.
How to Apply
Please submit your resume and a brief cover letter explaining why you believe you'd be a great fit for the Sarah Jones CPA team and culture.
Indeed Application Question:
Why do you believe you would be a great fit for the culture at Sarah Jones CPA? Please tell us about yourself and what attracted you to this position.
Pay: $18.00 - $23.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Flexible schedule
- Health insurance
- Paid time off
Work Location: In person
