Front Office Manager

Job Description

Job Description

Crabtree CPA is seeking a highly organized, professional, and customer-focused Front Office Manager to oversee daily front office operations and serve as the first point of contact for our clients. This role is critical to ensuring exceptional client service, efficient workflow management, and smooth administrative operations throughout the tax season and year-round.

The ideal candidate is detail-oriented, thrives in a fast-paced environment, and possesses strong communication, organizational, and leadership skills.

Key Responsibilities

Client Relations & Reception

• Greet clients and visitors in a professional and welcoming manner.
• Answer and direct incoming phone calls.
• Manage client appointments and scheduling.
• Assist clients with document drop-off and pickup procedures.
• Maintain confidentiality of all client information.

Office Operations

• Oversee daily front office activities and administrative functions.
• Coordinate workflow between administrative staff, tax preparers, and partners.
• Manage incoming and outgoing mail, deliveries, and electronic correspondence.
• Ensure reception and common areas remain organized and professional.

Tax Season Administration

• Track tax return progress and client status updates.
• Coordinate client organizers, engagement letters, and e-file authorization forms.
• Monitor missing document requests and follow up with clients.
• Assist with tax return assembly and delivery procedures.
• Maintain filing deadlines and workflow reports.

Staff Supervision

• Supervise front office and administrative staff.
• Assist with hiring, onboarding, and training of support personnel.
• Develop and maintain office procedures and best practices.
• Ensure consistent client service standards are met.

Technology & Systems

• Utilize firm software including UltraTax, Thomson Reuters applications, document management systems, and CRM software.
• Maintain accurate client records and workflow tracking.
• Assist staff with administrative software processes and procedures.

Qualifications

Required

• Minimum 3 years of office management, administrative management, or front office supervisory experience.
• Strong customer service and communication skills.
• Excellent organizational and time management abilities.
• Proficiency with Microsoft Office Suite.
• Ability to manage multiple priorities and deadlines.

Preferred

• Experience in a CPA firm, tax practice, legal office, or professional services environment.
• Familiarity with tax season workflows.
• Experience with UltraTax, Thomson Reuters products, or similar tax software.
• Supervisory or team leadership experience.

Skills & Competencies

• Professional demeanor and appearance
• Strong attention to detail
• Problem-solving abilities
• Ability to work independently and as part of a team
• Confidentiality and discretion
• Excellent written and verbal communication
• Strong multitasking capabilities

Compensation & Benefits

• Competitive salary based on experience
• Paid holidays and paid time off
• Professional development opportunities
• Retirement plan options
• Flexible scheduling outside of peak tax season
• Supportive and team-oriented work environment