We are an established accounting firm seeking an experienced, highly organized, and proactive Executive Office Manager / Admin & Production Manager to act as the CEOs 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
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.
- Oversee the billing department to ensure timely invoicing and collections.
- Track outstanding accounts receivable and follow up as needed.
- 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.
- 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.
- 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.
- 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.
