Office Manager

We are in search of an Office Manager located in Palm Beach Gardens, Florida. The role involves managing client relationships, handling document management, and ensuring meticulous attention to detail in all tasks. This role is integral in maintaining a smooth workflow within our firm and ensuring superior customer satisfaction.

Responsibilities:

• Act as the first point of contact for clients, managing both phone and email communications
• Oversee the secure portal (ShareFile), preparing documents in the correct format for client access and scanning documents as needed
• Maintain a strong relationship with clients, resolving inquiries promptly and professionally
• Utilize CRM for accurate data entry and client intake
• Manage document scanning and ensure all digital files are organized and easily accessible
• Oversee the preparation of documents in specific formats before sending to clients through a secure portal
• Work closely with partners and other team members to ensure a smooth workflow
• Utilize QuickBooks for recording receivables, ensuring accuracy and timeliness
• Maintain a high level of attention to detail in all tasks, ensuring accuracy and consistency
• Adapt quickly to new tasks and procedures, demonstrating a keen ability to learn and apply new skills. • Proficiency in CRM software for efficient customer relationship management
• Ability to manage documents, including scanning, filing, and organizing
• Competence in data entry tasks with attention to detail and accuracy
• Experience in client intake processes to effectively onboard new clients
• Outstanding client relations skills to maintain and enhance client relationships
• Excellent organizational skills and the ability to multitask
• Strong communication and interpersonal skills for effective team collaboration
• Demonstrable leadership skills and the ability to inspire a team
• Ability to work independently and make decisions under minimal supervision
• Proficiency in Microsoft Office Suite including Word, Excel, and PowerPoint
• Excellent problem-solving skills and the ability to think critically
• Experience in administrative or office management roles
• High level of professionalism and adherence to workplace ethics and standards
• Flexibility and adaptability to handle unexpected situations or challenges
• Time management skills and the ability to prioritize tasks
• High school diploma or equivalent; a bachelor's degree is preferred.