Office Manager

Talentify; Lake Zurich (IL); On-site; USD 50,000 - 59,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) retirement plan

Life Insurance

Disability insurance

Health Spending Account (HSA)

Transportation benefits

Employee Assistance Program

Time Off (PTO)

Job summary

Aston Carter seeks an organized, detail-oriented Office & Client Services Manager to oversee daily office operations while supporting client service, accounting, and tax workflows in Lake Zurich, IL. The role partners with tax professionals, ensures accurate billing and client records, and coordinates onboarding and document handling.

The ideal candidate has strong MS Office skills and experience in professional services.

Qualifications

• 3+ years in office administration, operations, accounting support or related role.
• Strong proficiency with Microsoft Office (Excel, Word, Outlook).
• Experience juggling multiple priorities in a fast-paced environment.
• Excellent organizational and attention to detail.
• Strong written and verbal communication skills.

Responsibilities

• Coordinate daily office activities and administrative workflows.
• Maintain organized client records and internal documentation.
• Manage scheduling, correspondence, and office communications.
• Support onboarding of new clients and client account maintenance.
• Ensure procedures are completed accurately and efficiently.
• Handle client inquiries related to administrative, billing, and documents.
• Process client billing, time entry, invoicing, and payments.
• Assist with accounts payable and vendor payments.
• Support data management in tax preparation/workflow systems.

Skills

Office administration

Microsoft Office

Prioritization

Organizational skills

Communication

Education

Business Administration/Accounting degree

Associates/Bachelors preferred

Tools

Excel

Word

Outlook

Job description

Qualifications

Required

• 3+ years of recent experience in office administration, operations, accounting support, or a related role.
• Strong proficiency with Microsoft Office, including Excel, Word, and Outlook.
• Experience managing multiple priorities in a fast-paced environment.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication abilities.

Preferred

• Experience working in an accounting, tax, bookkeeping, CPA, or financial services firm.
• Knowledge of client billing, bookkeeping, accounts payable, or invoicing processes.
• Familiarity with tax software and workflow management systems.
• Associate's or Bachelor's degree in Business Administration, Accounting, or a related field.

Schedule & Work Environment

• Monday through Friday, 8:00 AM to 5:00 PM onsite

Position Summary

We are seeking an organized, detail-oriented Office & Client Services Manager to oversee daily office operations while supporting client service, administrative, and accounting functions. This role serves as a key point of contact for clients and staff, helping ensure smooth workflows, accurate billing processes, and efficient coordination of tax and accounting activities.

The ideal candidate thrives in a professional services environment, enjoys working directly with clients, and has experience supporting accounting, tax, financial, or administrative operations.

Key Responsibilities

Office Operations & Administration

• Coordinate daily office activities and administrative workflows.
• Maintain organized client records, files, and internal documentation.
• Manage scheduling, correspondence, and office communications.
• Support onboarding of new clients and maintenance of client accounts.
• Ensure administrative procedures are completed accurately and efficiently.

Client Service & Relationship Management

• Serve as a primary contact for incoming client calls, emails, and office visitors.
• Assist clients with administrative, billing, and documentation-related inquiries.
• Coordinate collection of required tax and accounting documents.
• Maintain a professional, responsive, and client-focused experience.

Billing & Accounting Support

• Process client billing, time entry, invoicing, and payment tracking.
• Assist with accounts payable activities and vendor payments.
• Perform account reconciliations and other bookkeeping-related functions.
• Support professional staff with billing analysis and client account maintenance.

Tax Administration & Data Management

• Enter and manage information within tax preparation and workflow management systems.
• Assist with tracking client deliverables and tax-season deadlines.
• Support document collection, organization, and processing activities.
• Help maintain data accuracy and confidentiality across client records.

Team Support

• Provide administrative support to partners, accountants, and tax professionals.
• Assist with workflow coordination during peak tax seasons.
• Contribute to process improvements and operational efficiency initiatives.

What Success Looks Like

In this role, you will:

• Keep office operations running efficiently and professionally.
• Support smooth client onboarding and communication processes.
• Ensure accurate and timely invoicing and billing administration.
• Assist tax professionals by maintaining organized client records and workflows.
• Deliver exceptional client service while supporting the firm's continued growth and success.

Why Join?

• Stable, established firm with an excellent reputation
• Collaborative and supportive leadership team
• Diverse exposure to tax, accounting, and advisory services
• Professional growth and development opportunities
• Profit sharing, 401(k), insurance, and additional benefits
• Friendly, team-oriented culture with minimal micromanagement
• Flexible work arrangements available after onboarding

Job Type & Location

This is a Permanent position based out of Lake Zurich, IL.

Pay and Benefits

The pay range for this position is $36.00 - $43.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Lake Zurich,IL.

Application Deadline

This position is anticipated to close on Sep 8, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.