We’re seeking a vibrant Office Manager to help run our ship. We know what it’s like to not have you on our team and that’s why we can’t wait to find you! We want someone who takes pride in their work, is fun to be around and seeks meaningful relationships. Everyone comes to you because you are a rock getting things done and love people. Qualities like cheerful, calm under pressure, judgeless, grace, humble serving, stable and seek to stop pain. These are some of OnaWay’s core values. This isn’t a J-O-B, we’re looking for someone who likes to work, serve people and develop strong bonds with their team.

There is plenty of variety in this position as tasks vary from week to week based on client need and seasonality. We work hard in the winter and get to play in the summer. We want contributors and collaborators to bring the best of themselves to join us in creating the best we can be for others. You will get to collaborate and bring your ideas to the owner to help evolve our firm.

Position Overview

This is a full-time position, 32-40hr per week, eligible for company benefits, based mainly in our Northampton, Mass location. During mid-January through April 15th each year, some travel to our Greenfield location might be required. Office hours are Monday-Friday 8:30-5:00 and requires in office presence. Additional flexibility is possible.

Responsibilities

  • Running critical office activities

    • Keep the office steady, organized and in control at all times

    • Workflow/project tracking

    • Organize client data and deliver to assigned teammates

    • Maintain client database

    • Assemble client deliverables, paper/electronic

    • E-File tracking and release submissions

    • Sending and tracking client signatures on various documents

    • Manage bulk mailings

    • Process all communications (mail, e-mail, voicemail, etc.) in and outgoing

    • Social media and client outreach communications

    • Maintaining electronic file storage

    • Supply ordering

    • Light bookkeeping & payroll

    • Firm billing

  • Customer care, in-person, phone and email

    • Assist clients with sending/receiving data

    • Assist clients with our online portal technology

    • Schedule appointments and virtual meetings

  • Team Leader

    • Assist Managing Partner with interviewing, hiring, and weekly team report check-ins

    • Be go-to for Team for administration needs

    • Employee benefits liaison with team and our benefit partners

    • Assist with team scheduling and project assignment

    • Help build team culture and bring fun vibes into the office

Proficiencies

Knowledge: Previous experience as an independent, self-directed Office Manager role in a busy, deadline driven professional environment doing the responsibilities outlined above. Preferably in an accounting, law or financial advisory firm directly serving the partners or owners of the firm.

Quality Communication: Must have excellent verbal and written communication skills. We take a casual approach to our interactions with folks yet keep the quality top-notch. Must be able to keep track of multiple jobs and follow-up in a respectful, appropriate manner keeping things moving along.

High Level of Discretion: You will regularly work with confidential information, discretion and sensitivity is a must. Chances are you’ll know the people and businesses and we take their privacy very seriously.

Anticipating Needs: Who wouldn’t love someone whose always one step ahead of helping them? Be that person! We want someone who strives to anticipate needs and eliminate friction whenever possible.  Willingness to work beyond your immediate job description and adapt to shifting priorities.

Technology Lover: We love our software and have lots of it. With clients all over the country and a fully capable remote setup embracing technology is a must for this firm. We’re seeking someone who can teach us how to best use our Office365, social media platforms and internet-based phone system and we’ll teach you our robust CPA firm specific software. If you love tech; we have plenty of it to sink your teeth into.

REQUIREMENTS:

  • Education: Associates, bachelors or significant prior administration experience
  • Experience: 8+ years admin experience in a professional services environment, executive assistant experience a plus
  • Job Type: 32-40hrs per week, hourly position. Benefits include, health, IRA with 3% match, LT disability, life insurance and generous PTO.
  • Rate: $23-$26 per hour based on experience
  • Start Date: immediate
  • Email resume and cover letter to: jamie@theonaway.com

Company Overview

OnaWay is a locally woman-owned CPA firm headquartered in Northampton, Mass with a second satellite location in Greenfield, Mass. With over 1400 clients and two locations we offer the nimbleness of a small firm with the opportunity and environment of a modern firm. Enjoy our brand-new office in trendy Northampton, while using the best technology money can buy to serve your favorite locally owned business or individual take control of their money so they can live better. We do this by offering advisory, tax, accounting and coaching to our clients, developing lasting relationships through thick and thin. We are dedicated to living and serving those in our hometowns, being loyal teammates and serious about our careers.

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