Job Description

About the Role

We are an established accounting firm seeking an experienced, highly organized, and proactive

Executive Office Manager / Admin & Production Manager

to act as the CEO's right-hand person. This role is central to ensuring our business operations, client service, and production processes run smoothly and efficiently.


You will lead operational workflows, manage internal teams, and act as a communication bridge between the CEO, our clients, and staff. Your role will require exceptional organization, follow-through, and the ability to take ownership of results.

Key Responsibilities

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Sales & Client Onboarding

Follow up with sales leads who have submitted intake forms but have not booked calls. Jump on calls to schedule sales appointments and answer prospective client questions. Maintain and update the sales pipeline in our CRM.
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Billing & Accounts Receivable

Oversee the billing department to ensure timely invoicing and collections. Track outstanding accounts receivable and follow up as needed.
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Team & Workflow Management

Manage and coordinate our team of bookkeepers. Ensure all client work is completed accurately and on schedule. Monitor workload and capacity reports to balance resources effectively.
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Client Relationship Management

Call clients to request missing documentation or clarify details. Respond to client emails clearly, concisely, and professionally. Manage client email inboxes and ensure timely replies.
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Operations & Process Management

Serve as an expert in Karbon project management software and maintain internal SOPs. Track and report on key operational metrics for the CEO. Identify process improvements to enhance productivity and client satisfaction.

Qualifications & Skills

Experience

in office management, operations, or administrative leadership in a professional services firm (accounting firm experience preferred). Strong

sales follow-up and appointment booking skills

. Proven ability to

manage staff and hold team members accountable

. Familiarity with

Karbon

or similar project management platforms. Exceptional written and verbal communication skills. Highly organized with strong time management abilities. Comfortable analyzing reports and making data-driven decisions. * Professional, proactive, and solution-oriented mindset.