Financial Manager Jobs in Maryland

POSITION SUMMARY

The Office Manager is responsible for overseeing the day-to-day administrative and operational functions of the practice. This position serves as a key point of contact between clients, tax professionals, and the firm’s administrative team and is responsible for ensuring that tax returns move efficiently through the firm’s workflow from initial client contact through completion and delivery.

The Office Manager will coordinate client appointments, manage tax documents, monitor return status, communicate with clients regarding outstanding information, coordinate workflow among tax preparers, and help ensure that important tax-season deadlines are met.

The ideal candidate is highly organized, detail-oriented, professional, comfortable working in a deadline-driven environment, and capable of managing multiple priorities while providing an excellent client experience.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Tax Practice Administration

· Manage the day-to-day administrative operations of the tax department.

· Coordinate the tax return workflow from client intake through completion and delivery.

· Monitor the status of tax returns and identify outstanding items that may delay completion.

· Maintain organized electronic and physical client files.

· Ensure client tax documents are properly received, uploaded, scanned, filed, and maintained.

· Track missing tax documents and information required to complete returns.

· Coordinate the movement of returns between clients, preparers, reviewers, and the owner/tax manager.

· Maintain accurate records of completed, pending, and outstanding tax returns.

· Assist with managing the firm’s tax preparation software and workflow systems.

· Help maintain and update internal tax office procedures and checklists.

Client Communication

· Serve as a primary administrative point of contact for tax clients.

· Respond to client telephone calls, emails, and other inquiries in a timely and professional manner.

· Schedule tax appointments and manage the tax calendar.

· Contact clients regarding missing documents, signatures, questionnaires, and other information needed to complete their returns.

· Coordinate delivery or electronic transmission of completed tax returns and tax documents.

· Assist clients with general administrative questions regarding the tax preparation process.

· Escalate tax questions, technical issues, or matters requiring professional judgment to the appropriate tax professional.

Tax Season Coordination

· Help prepare the office for tax season.

· Monitor workload and help prioritize returns based on deadlines and complexity.

· Coordinate appointment schedules to maximize staff productivity.

· Assist with managing client extensions and other administrative deadlines as directed by the tax professional.

· Help monitor the firm’s tax-season workflow and communicate bottlenecks to management.

· Assist with tax-season staffing, scheduling, and administrative coverage as needed.

Billing and Administrative Support

· Assist with tracking tax preparation fees and outstanding balances.

· Prepare invoices and payment requests as directed.

· Monitor accounts receivable and communicate outstanding balances to clients.

· Assist with processing client payments.

· Maintain accurate administrative records.

· Prepare basic reports regarding tax return volume, outstanding returns, client documents, and other operational metrics.

· Monitor and maintain office supplies, ensuring supplies are ordered and replenished timely

Compliance and Confidentiality

· Maintain strict confidentiality of client financial, tax, and personal information.

· Follow firm policies regarding the handling, storage, transmission, and destruction of confidential client information.

· Follow established procedures for electronic communications and document security.

· Assist in maintaining organized records in accordance with firm policies and applicable requirements.

· Ensure that client information is only provided to authorized individuals.

· Immediately report potential security, privacy, or confidentiality concerns to management.

CLIENT SERVICE EXPECTATIONS

The Office Manager is expected to provide a professional and welcoming client experience by:

· Greeting clients professionally and courteously.

· Responding promptly to client communications.

· Setting appropriate expectations regarding timelines and next steps.

· Following up consistently on outstanding client information.

· Maintaining professionalism during high-volume periods and difficult client interactions.

· Protecting client confidentiality at all times.

· Recognizing when a client issue should be escalated to a tax professional or firm owner.

QUALIFICATIONS

Required

· 3+ years of administrative, office management, accounting, tax, or financial services experience.

· Strong organizational and time-management skills.

· Excellent verbal and written communication skills.

· Strong attention to detail.

· Ability to manage multiple deadlines and priorities.

· Proficiency with Microsoft Office, including Outlook, Word, and Excel. Some experience with Quickbooks.

· Ability to learn and effectively use tax preparation and document management software.

· Ability to handle confidential financial and personal information with discretion.

· Professional demeanor and strong client-service skills.

Preferred

· Previous experience working in a tax preparation or accounting firm.

· Familiarity with tax preparation workflow and terminology.

· Experience with professional tax software.

· Experience with document management and secure client portals.

WORKING CONDITIONS

· Primarily office-based with regular computer and telephone use.

· Requires extended periods of sitting and working at a computer.

· Must be able to work effectively in a high-volume, deadline-driven environment during tax season.

· Additional hours may be required during peak tax-season periods.

· Position can be hybrid during non peak season

Pay: $50,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person