Administrative Office Manager

JMG CPAs is seeking an experienced Administrative Professional / Office Manager to support the day-to-day operations of our Somerville office and the CIRA Audit & Tax Division. This is a full-time, in-person role with hours of 9:00 AM – 5:00 PM, Monday through Friday. Extended hours and Saturday availability will be required during our busy season (approximately January through April) and on an as-needed basis throughout the year.

The ideal candidate brings professional administrative experience from a CPA firm, financial planning/wealth management practice, or legal office — environments where confidentiality, precision, client service, and deadline management are paramount. This person will serve as a central support resource for the firm's partners, managers, and professional staff, and will be a primary point of contact for our clients.

KEY RESPONSIBILITIES

Audit & Tax Support

• Assist with preparation, assembly, and distribution of audit and tax engagement packages for CIRA clients (financial statements, reports, tax returns, and related deliverables).
• Coordinate document collection from clients and property management companies; track outstanding items and follow up as needed.
• Maintain audit and tax engagement tracking logs; monitor engagement status and flag upcoming deadlines for managers and partners.
• Process and file engagement letters, client authorization forms, IRS correspondence, and regulatory filings.
• Support the preparation and mailing of tax organizers, extensions, and election filings.
• Scan, organize, and archive client documents in the firm's electronic filing system (CCH Engagement and related platforms).

Billing & Accounts Receivable

• Prepare and send client invoices in accordance with engagement billing schedules established by partners and managers.
• Monitor accounts receivable aging; follow up with clients on outstanding balances via phone and email in a professional and courteous manner.
• Record payments and reconcile client billing records; escalate collection issues to the responsible partner.
• Assist with preparation of monthly billing summaries and accounts receivable reports for partner review.

Client Relations & Communications

• Serve as a professional first point of contact for incoming client calls and emails; direct inquiries to the appropriate staff member.
• Communicate with clients and property management company contacts in a professional, courteous, and timely manner.
• Coordinate scheduling and logistics for client meetings, site visits, and board presentations on behalf of partners and managers.
• Prepare and distribute correspondence, engagement confirmations, and routine client communications as directed.

Scheduling & Partner/Manager Support

• Manage calendars for partners and managers, including scheduling client appointments, internal meetings, and continuing education events.
• Coordinate meeting logistics (conference calls, video meetings, and in-person meetings) including materials preparation and follow-up.
• Support partners with administrative tasks, including drafting correspondence, preparing presentation materials, and managing action item follow-ups.
• Assist with onboarding of new clients, including organizing engagement files and initial document requests.

Office Management

• Manage day-to-day office operations, ensuring the Somerville office is organized, well-supplied, and running smoothly.
• Order and maintain office supplies, equipment, and consumables; manage vendor relationships for office services (copier, postage, cleaning, etc.).
• Serve as the primary contact for building management and facilities issues.
• Coordinate IT and equipment support requests with vendors or internal contacts as appropriate.
• Maintain the front office and common areas in a professional and welcoming condition at all times.
• Support onboarding logistics for new staff, including workspace setup, supply coordination, and orientation scheduling.

Administrative Operations

• Manage incoming and outgoing mail and packages, including certified mail and courier shipments.
• Maintain and update firm contact databases, client rosters, and engagement lists.
• Support special projects, process improvement initiatives, and firm-wide administrative functions as assigned by firm leadership.
• Assist with coordination of firm events, team lunches, and seasonal busy-season support activities.

QUALIFICATIONS & REQUIREMENTS

Required

• Minimum 3 years of professional administrative experience in a CPA firm, financial planning/wealth management practice, law firm, or comparable professional services environment.
• Strong proficiency with Microsoft Office Suite (Word, Excel, Outlook); ability to learn firm-specific software platforms (CCH Engagement, billing systems, etc.).
• Exceptional organizational skills with the ability to manage multiple priorities, deadlines, and concurrent engagements simultaneously.
• Professional, polished written and verbal communication skills with a client-service orientation.
• High degree of discretion and confidentiality in handling sensitive client and firm information.
• Demonstrated experience preparing and tracking invoices, following up on receivables, and managing billing workflows.
• Ability and willingness to work extended hours and Saturdays during the January – April busy season.

Preferred

• Prior experience in a public accounting firm, particularly one serving HOAs, community associations, or similar clients.
• Familiarity with CCH Engagement, CCH Practice Management, or similar accounting firm document management systems.
• Experience supporting multiple professionals (partners, managers, and staff) in a fast-paced, deadline-driven environment.

Associate's or Bachelor's degree in Business Administration, Office Management, or a related field.