Client Services Manager

Summary of Position

Smith & James | Client Services Manager

Smith & James, a boutique accounting firm known for delivering high-touch service to a diverse client base, is seeking a highly organized, proactive, and detail-oriented Client Services Manager to support our Principal CPA, staff and clients. This role is integral to ensuring the daily operations of both the firm and the Principal run smoothly and efficiently.

The ideal candidate thrives in a dynamic environment, is passionate about organization and precision, providing a high level of client service, and understands the importance of confidentiality in a financial services setting. You’re the type of person who anticipates needs, enjoys creating systems, and keeps everything (and everyone) on track.

Key Responsibilities

• Inbound Client & Communication Management:

Serve as the first point of contact for the firm. Monitor and triage inbound client communications draft professional responses when needed, and ensure timely communication with clients, vendors, and internal teams.

• Calendar + Task Management:

Maintain a highly active calendar for the Principal and team members, including annual business tasks, internal meetings, client consultations, and personal appointments.

• Client + Deliverable Tracking:

Stay on top of deadlines and project statuses, keeping the Principal informed of all client deliverables, upcoming due dates, and next steps by maintaining client tracking database and calendar. Execute client correspondence and annual engagement letters. Oversee daily mail operations and manage mailing software systems.Maintain consistent digital and physical organization of client files, financial documents, and sensitive records in line with firm protocols. Manage secure file exchanges between clients and staff using our protected server environment.Assist with budget tracking and expense categorization across both business and personal accounts. Organize and maintain receipt records and support the accounting team by ensuring accurate coding in systems such as QuickBooks. Monitor inventory levels, maintain appropriate supplies, and track usage against budget.· Office Staff + Personal Support: Keep the Principal’s office space organized and stocked, run errands as needed, and provide high-level personal support where appropriate. Assist staff with file prep, scanning and filing when required. Assist travel and accommodations for visiting staff and clients.

• File Management:

Maintain consistent digital and physical organization of client files, financial documents, and sensitive records in line with firm protocols. Manage secure file exchanges between clients and staff using our protected server environment.

• Expense + Document + Supply Management:

Assist with budget tracking and expense categorization across both business and personal accounts. Organize and maintain receipt records and support the accounting team by ensuring accurate coding in systems such as QuickBooks. Monitor inventory levels, maintain appropriate supplies, and track usage against budget.

• Meeting Preparation & Follow-up:

Schedule, draft meeting agendas, facilitate, gather and distribute necessary documentation, and take detailed notes during client and team bi-weekly meetings. Track and follow up on action items to ensure nothing falls through the cracks.

Requirements

• This position is based in our office and requires regular-in-person attendance.
• 3–5 years of experience in a similar high-level administrative role (experience in a financial services or accounting environment strongly preferred)
• Bachelor’s degree preferred
• Strong drive, follow-through, accountability, a positive “can-do” attitude and an innate ability to anticipate the needs of an executive
• Strong sense of discretion and integrity when handling confidential information
• An understanding of basic computer / server folder organization with proficiency in Microsoft excel, Microsoft WORD, Google Workspace, Dropbox and Zoom
• Familiarity with accounting software (QuickBooks experience is a plus)
• Excellent written and verbal communication skills
• Ability to work overtime and adhere to no-vacation policy during tax season (Jan-April 15).
• Highly organized and a positive “can-do” attitude with meticulous attention to detail in a fast-paced team environment
• This role requires a professional appearance and polished, courteous behavior.
• Comfortable with occasional lifting (up to 25 pounds) and being hands-on with day-to-day needs

Benefits

• Medical, dental, vision, retirement plan with employer matching
• Paid time off
• Holiday pay
• Competitive salary based on experience

Pay: $56,000.00 - $70,000.00 per year

Benefits:

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

Work Location: In person