Full Job Details

Job Spec: Position Description

Office Manager – Accounting Firm

Position Title: Office Manager

Reports To: Directors / Partners

Employment Type: Full-time

Position Purpose

The Office Manager is responsible for the day-to-day management of the firm's administration, client service, workflow coordination and office operations. The role ensures the practice operates efficiently, complies with professional obligations, delivers exceptional client service and supports the directors and professional staff in achieving the firm's strategic objectives. The Office Manager acts as the central point of coordination between clients, administration staff, accountants and external suppliers while continually improving systems, processes and the overall client experience.

Key Responsibilities

1. Practice Administration
Manage the day-to-day operation of the office
Ensure reception and administration functions operate efficiently
Develop and maintain office procedures and systems
Coordinate office maintenance and facilities
Maintain firm policies and procedures
Assist directors with strategic and operational projects
Coordinate staff meetings and internal communications
2. Client Experience
Ensure exceptional client service standards are maintained
Oversee client onboarding and engagement processes
Monitor client communications
Maintain client database accuracy
Oversee client correspondence and document management
Coordinate annual tax season communications
3. Workflow Management
Monitor workflow
Allocate work in consultation with directors
Ensure jobs progress within agreed timeframes
Monitor overdue work
Assist with capacity planning and budgets
Monitor lodgements and coordinate lodgement deadlines
Assist in managing seasonal workloads and identify bottlenecks
4. Staff Management
Supervise administration staff
Assist with recruitment and onboarding
Conduct performance reviews for administration staff
Coordinate training and team events
Manage leave calendars
Foster a positive workplace culture
Monitor workload balance
Assist with staff development
5. Financial Administration
Oversee accounts receivable
Monitor debtor collections
Review work in progress (WIP)
Coordinate billing processes
Assist directors with pricing and fee proposals
Monitor and report on key KPIs eg billings, average charge out rate, write offs, productivity
Prepare monthly management reports for directors
Attend weekly director meetings
Monitor firm subscriptions and operating costs
6. Practice Management Systems
Maintain and continually improve the firm's systems including
Xero Practice Manager
Xero
SuiteFiles
Microsoft 365
ATO Online Services
ASIC Corporate Compliance
Electronic signing platforms
Responsibilities include
User administration
System maintenance
Workflow templates
Automation opportunities
Staff training
Data quality
7. Compliance
Assist the firm in maintaining compliance with
Tax Practitioners Board requirements
Professional Standards
Anti-Money Laundering / Counter-Terrorism Financing (AML/CTF)
Privacy legislation
Workplace Health and Safety
Fair Work requirements
ASIC compliance processes
Internal quality assurance procedures
8. Marketing & Business Development
Coordinate newsletters
Manage website updates
Coordinate social media scheduling
Organise client seminars, if required
Assist with marketing campaigns
Maintain branding standards
9. Technology & Process Improvement
Identify opportunities to improve efficiency
Document procedures
Implement new technology
Manage software upgrades
Coordinate IT providers
Improve automation
Reduce administrative bottlenecks

Leadership Responsibilities

The Office Manager is expected to|||Lead by example|||Promote teamwork|||Encourage continuous improvement|||Maintain confidentiality|||Support change management|||Foster accountability|||Build positive client relationships|||Demonstrate professionalism at all times.

Key Relationships

Office Manager

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