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Office Manager and Workflow Ninja

3 months ago

Red Bank, United States About Profit Full time
Job DescriptionJob Description

Ideal for an administrative project manager and organization pro

START DATE: August 26, 2024

COMPENSATION: $85,000 Base + $10,000 Tax Season Success Bonus

W-2 EMPLOYEE

SCHEDULE:

Full-time

Hours vary by season - a detailed schedule is included at the end of this job listing

35 hours per week - 55 hours per week

Summer Fridays OFF

LOCATION: Red Bank, NJ - IN-OFFICE / HYBRID


At About Profit, we are ALL about advising small business clients on maximizing their profitability. We are one of only 60 Profit First Mastery Certified Firms in the United States. That means we are the go-to experts in cash management and profitability for savvy small business owners who have cash in the bank to correlate to their profitability.


Even though our team stretches across the country, we work with a Staten Island hustle and a Brooklyn grind that our clients love.


Our team is growing We need an office manager who can oversee the totality of our operations - including a combination of offshore admins plus US-based bookkeepers and tax accountants.



About Profit's Core Values

No A**holes: We promote positive interactions and are free from toxic behavior.

Friendly: We create a welcoming and approachable work environment.

Personable: We are genuine and create relatable interactions within the workplace.


Office Manager Key Responsibilities and Success Metrics

The office manager at About Profit is instrumental in keeping the team focused and on track when we work on bookkeeping and tax projects for our clients.


Client Budget & Workflow

  1. Assign daily client workflow and workload across staff to optimize profitability

    Success Metric: At least 95% of all client-related tasks are completed by assigned personnel by the scheduled completion date

  2. As a function of workload assignments, ensure bookkeeping and tax project tasks are completed within budget and on schedule

    Success Metric: 100% of client projects are completed by assigned personnel within the allotted budget for the month (As measured by budgeted versus actual across all personnel and all client projects for the month)

Bookkeeping Client Service Level Agreements:

  1. Set up and maintain a consistent and efficient workflow for admins to work through the tasks assigned to them in Karbon on schedule

    Success Metric: Statement download designated dates entered as monthly recurring tasks for admins in Karbon by client's day 10 of onboarding

    Success Metric: Assign monthly prep tasks to individual admins to complete by the designated date (per Statement Availability Date)

    Success Metric: 100% of bookkeeping client monthly admin prep work completed by C.O.B. on designated statement availability date**

  2. Manage resolution of bank account access bottlenecks with client accounts

Success Metric: Ensure resolution of access issues within 24 hours (one business day)**

**Proof of client out-of-office evidence required to absolve missed deadlines in the event of inability to resolve bank account access issues


Tax Planning Client Service Level Agreements:

Tax - Prep

  1. Hold admin team accountable to client outreach protocols by designated admins

Success Metric: 100% full documentation by every admin of all client communications per protocols across ALL clients who have outstanding items


Tax - Approval / Filing

  1. Initiate client balance billing upon completion of client tax return PRIOR to releasing client return for signature

    Success Metric: Initiate client balance billing for clients with completed returns within 24 hours of return completion (one business day)

  2. Hold admin team accountable to documented daily client outreach by designated admins to get client sign-off on taxes

    Success Metric: 100% full documentation by every admin of all client communications per protocols across ALL clients who have outstanding items

  3. Hold admin team accountable to complete a client's tax filing within 24 hours of client signature, confirm the tax filing is accepted, and troubleshoot if a filing is not accepted.

    Success Metric: Clients whose taxes are rejected upon initial filing must be resolved within 3 business days of the initial filing attempt


Client Invoicing & Renewals:

  1. Oversee biller to ensure initial engagements are set-up and collected in Practice Ignition

    Success Metric: 100% of initial client engagements are sent to clients within 4 business hours upon notification from partner and 100% signed by client following client communication protocols

  2. Update Practice Ignition with annual renewal increases. Push out to all bookkeeping clients by December 1st and all tax clients by December 15th

    Success Metric: 100% engagements followed up per client communication protocols and signed by December 20th

HR:

  1. Coordinate and manage employee onboarding and offboarding - including software app licensing management
  2. Track all employee PTO on master schedule
  3. Review payroll hours for all staff prior to processing
  4. Lead benefit administrator

Success Metric: Staff benefits are managed accurately, and updates are completed on the same business day. Minimum 90% positive ratings for HR benefits management on annual employee survey






Ideal Office Manager Characteristics:


  • 2+ years of experience working in a tax or accounting firm

(preferred but not required)

  • Loves to optimize tasks and organize priorities - even on their day off
  • Acts proactively because waiting around is wasting time
  • Friends and family refer to you as "the planner" of the group
  • Enjoys doing things before being asked to do them
  • Can map out, plan for, and efficiently work toward successes
  • Finds joy in helping people tackle tasks and problems



Benefits & Perks:

Total Annual PTO - 5 weeks + 3 days

  • Paid Time Off (4 weeks + 1 day per year)
  • Paid Holidays (7 days)
  • Summer Fridays Off (Memorial Day - Labor Day)
  • 2 Employee Events per Year
  • 80% Employer Paid Medical
  • Dental + Vision Insurance Available
  • 401K with Match



COMPENSATION: $85,000 Base + $10,000 Tax Season Success Bonus



APPLICATION PROCESS:

  1. Apply Online
  2. Complete The ALL IN Assessment online within 24 hours of application (Approximately 35 minutes to complete)
  3. Initial Phone Interview (Approximately 15 minutes)
  4. Deep Dive Interview (Approximately 1.5 hours)
  5. Skills Testing
  6. Team Shadow Day - PAID ($250): "Experience a Day in the Life with Us"(4 hours)



SCHEDULE:

Full-time, hours vary by season [2,136 Total Hours per Year]

January 1st - January 14th (Standard Business Hours - 40 Hours per Week)

January 10th - April 15th (Tax Season Hours - 55 Hours per Week)

April 16th - Friday Before Memorial Day (Standard Business Hours - 40 Hours per Week)

Memorial Day - Labor Day (Summer Hours - FRIDAYS OFF - 35 Hours per Week)

Day After Labor Day - Dec 31st (Standard Business Hours - 40 Hours per Week)


Standard Business Hours*

(Five days per week; 40 hours per week)

*Select a start time between 8:00 am EST - 10:00 am EST to complete 7 hours of work with a required 45-minute lunch break.


Monday through Friday

8:00 am - 4:00 pm MST

9:00 am - 5:00 pm CST

10:00 am - 6:00 pm EST



Tax Season Business Hours(Six days per week; 55 hours per week)


Monday through Thursday

8:00 am - 6:00 pm MST

9:00 am - 7:00 pm CST

10:00 am - 8:00 pm EST


Fridays

8:00 am - 4:00 pm MST

9:00 am - 5:00 pm CST

10:00 am - 6:00 pm EST


Saturdays

8:00 am - 2:00 pm MST

9:00 am - 3:00 pm CST

10:00 am - 4:00 pm EST



Summer Hours - Fridays Off (Four days per week; 35 hours per week)


Monday through Thursday

7:00 am - 4:30 pm MST

8:00 am - 5:30 pm CST

9:00 am - 6:30 pm EST


Fridays

Off