Office Manager

Couch & Associates, Inc.; Berkeley (CA); On-site; USD 37,000 - 44,000; Full time

Benefits offered by this job

Retirement plan

Paid time off

Health insurance

Professional development

Collaborative environment

Job summary

Couch & Associates, Inc. in Berkeley, CA seeks an Office Manager to keep the firm running smoothly. This small, family-run tax and accounting practice offers a warm, supportive environment and opportunities to make a tangible difference during tax season.

You will manage client communications, document workflows, and onboarding, coordinate calendars, and ensure confidential handling of financial information while delivering high-level service to a diverse client base.

Qualifications

• Prior office management or administrative experience, ideally within a tax firm, accounting practice, legal, or other professional services environment.
• Strong client service and communication skills, both by phone and email.
• Highly organized, with the ability to manage multiple deadlines simultaneously, especially during peak tax season.
• Comfortable learning and working within firm systems for client onboarding and document management.
• Proficient with general office technology (e.g., Microsoft Office, email, scanning/document management tools).
• Discretion and professionalism in handling confidential client and financial information.
• Self-starter who can work independently and anticipate the needs of staff and clients.

Responsibilities

• Serve as the first point of contact for the office, providing professional and responsive service to clients by phone, email, and in person.
• Manage the flow of incoming client documents and outgoing tax returns, ensuring accurate and timely handling, particularly during filing deadlines.
• Coordinate calendars, client appointments, internal workflows, and scheduling to keep priorities and deadlines on track.
• Set up new clients in firm systems and coordinate the administrative aspects of the client onboarding process.
• Coordinate administrative needs between clients and staff, including preparing client forms, obtaining client signatures, and following up on outstanding items.
• Assemble and electronically file completed tax returns.
• Maintain organized and secure filing systems and client records, with strict attention to confidentiality, accuracy, and compliance.
• Direct and coordinate day-to-day office activities, manage office resources, and maintain an efficient, professional, and well-organized work environment.
• Communicate effectively with clients and internal staff to facilitate smooth office operations and a positive client experience.

Skills

Client service

Communication

Organization

Attention to detail

Discretion

Multitasking

Tools

Microsoft Office

Job description

We are a well-established, multi-generational, family-run tax and accounting firm known for providing highly personalized service and building lasting relationships with our clients. As a small family business, we take pride in creating a warm, collaborative, and down-to-earth environment where people know and support one another.

We go beyond traditional bookkeeping and tax preparation to help our clients navigate important financial decisions, achieve their personal and professional goals, and successfully manage life’s major transitions. Our diverse client base includes individuals, small businesses, nonprofits, corporations, trusts, and estates.

Position Overview

The role is 30-40 hours per week

We are seeking an Office Manager who will become an integral part of our team and help keep the firm running smoothly. This is an opportunity to join a stable, established small business where your work will be visible, valued, and make a meaningful difference. This role is heavy on client service and requires someone who thrives on staying organized under deadline pressure - particularly during tax season.

Because we are a small firm, every team member plays an important role. We value initiative, reliability, good communication, and a willingness to pitch in and help wherever needed. The role requires sound judgment, strong attention to detail, and the ability to handle sensitive financial and client information with a high level of discretion.

Key Responsibilities

• Serve as the first point of contact for the office, providing professional and responsive service to clients by phone, email, and in person.
• Manage the flow of incoming client documents and outgoing tax returns, ensuring accurate and timely handling, particularly during filing deadlines.
• Coordinate calendars, client appointments, internal workflows, and scheduling to keep priorities and deadlines on track.
• Set up new clients in firm systems and coordinate the administrative aspects of the client onboarding process.
• Coordinate administrative needs between clients and staff, including preparing client forms, obtaining client signatures, and following up on outstanding items.
• Assemble and electronically file completed tax returns.
• Maintain organized and secure filing systems and client records, with strict attention to confidentiality, accuracy, and compliance.
• Direct and coordinate day-to-day office activities, manage office resources, and maintain an efficient, professional, and well-organized work environment.
• Communicate effectively with clients and internal staff to facilitate smooth office operations and a positive client experience.

Qualifications

• Prior office management or administrative experience, ideally within a tax firm, accounting practice, legal, or other professional services environment.
• Strong client service and communication skills, both by phone and email.
• Highly organized, with the ability to manage multiple deadlines simultaneously, especially during peak tax season.
• Comfortable learning and working within firm systems for client onboarding and document management.
• Proficient with general office technology (e.g., Microsoft Office, email, scanning/document management tools).
• Discretion and professionalism in handling confidential client and financial information.
• Self-starter who can work independently and anticipate the needs of staff and clients.

Preferred:

(not required)

• Experience with tax preparation or e-filing software (e.g., UltraTax, ProSystem fx, Drake, Lacerte, or similar).
• Prior experience supporting a tax or accounting team through a full busy season.

Schedule

Position Hours:

There is some flexibility

Wednesday: 9 am - 3 pm

Our standard office hours are:

Wednesday: 9 am - 5 pm

Note: Extended hours may be required during tax deadline periods (e.g., March-April and September-October).

Hourly range: $27 - $32/hr, commensurate with experience, Opportunity to convert to full-time salary

We provide the following benefits:

• Retirement savings plan with company match.
• Paid time off and holidays.
• Health insurance coverage (medical, dental, vision) (FTE Only)
• Professional development and training opportunities.
• Collaborative and supportive work environment.