Client Services Manager - Boulder - Catalyst Property Tax Consultants

Description

Job Description

Client Services Manager oversees daily office operations, provides high-level executive support, and ensures smooth coordination between administrative and operational functions. This individual acts as a key liaison between clients and the executive team, manages office resources and core vendors, and assists leadership with scheduling, communications, and project coordination.

The role demands a proactive, organized, and detail-oriented professional. The ideal candidate must be capable of multitasking while maintaining confidentiality and supporting the business's strategic initiatives.

This is an in-person position with a required Monday – Thursday in-office schedule, 8:30-4:30 with a 1-hour lunch break, and flexible Friday hours (can work in-office or remotely). The direct report will be to the Founder/CEO and Vice President of Catalyst.

Core Responsibilities

• Executive Support
  • Manage and coordinate calendars, appointments, and meetings for executives.
  • Organize documents, reports, presentations, and correspondence.
• Check and Organize (Act on) mail for Executive Team
• Manage and continually update the executive team's running 60-day Task List
• Maintain the company's Quarterly Goals & Objectives Matrix and help prepare quarterly and annual company reports and KPIs
• Maintain and direct client communications - emails and direct calls from clients and external sources – and complete appropriate follow-up
• Lead the team in Follow Up to the status of Current Appeals/Abatements – track live cases already submitted
• Track cycle of Board Of Equalization and Board of Assessment Appeals and scheduled hearings, other county and industry meetings and events. Organize hearing data prior to scheduled meetings and hearings
• Sent Statement Of Agency, Contract to potential and existing clients, and use DocuSign to send/track, create and maintain Client Files
• Conduct web-based research and prepare briefing materials for executives
• Manage sensitive and confidential information with discretion
• Office Management
  • Oversee the day-to-day operations of the office, ensuring a well-organized, functional, and efficient workplace
  • Manage future Administrative Assistant and planned 1-2 part-time interns, and oversee increased outsourcing capacity (IT, Marketing, HR, staffing)
  • Update and manage the Customer Relationship Management (CRM) system
  • Coordinate with external vendors for web, content, IT, supplies, and office-related needs
  • Organize and coordinate office events, meetings, and conferences.
• Monitor and continually edit Client Target Lists and associated marketing activities – to track a qualified lead to from client to successful appeal (in the database – see below)
• Weekly/monthly accounting of refund tracking from mostly Denver and Boulder counties
• Lead client invoicing and invoice tracking/follow up, (A/R and A/P), resend invoices at regular intervals if not paid yet, maintain monthly and quarterly Gross Revenue report
• Work with new system database and start files for each new client or existing client which will need to be appealed
• Guide 75%+ effort to 'go paperless' (to oversee intern to copy all files from ??? to current). The Executive Team will maintain certain lead printed files particularly for larger clients. All Client Meetings print or audio notes to transcription to Client File
• Manage office supplies, equipment, and maintenance services
• Implement and maintain office policies and procedures, ensuring compliance with company standards

Required Skills and Expertise

• Experience:
  • 2+ years in an administrative, paralegal, professional services, accounting, office management, and/or executive assistant role
  • Experience supporting senior executives and managing office operations
• Key Skills:
  • Strong organizational and time-management abilities
  • Excellent communication and interpersonal skills
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Access) and collaboration tools (Slack, Zoom, Teams)
  • Ability to manage multiple priorities and meet tight deadlines
  • Budgeting and expense management skills
  • Problem-solving skills and ability to adapt to changing environments
• Additional Skills:
  • Experience with HR processes (recruitment coordination, onboarding)
  • Event planning and project management experience
  • Ideally some experience and-or interest in commercial real estate

Educational & Training Requirements

• Bachelor's degree in business administration, Accounting, Communications, Marketing, or a related field (preferred)
• Certifications in Project Management, Paralegal, Accounting, Sales or HR Administration (are a plus)
• High level of proficiency in CRM, database management, MS Office, and related IT / systems

Personal Attributes

• Self-starter, proactive and resourceful, with a problem-solving mindset
• Professional demeanor with high emotional intelligence
• Strong attention to detail and ability to work independently
• Adaptable and comfortable working in fast-paced small business environments
• High level of confidentiality and discretion

Compensation and Other Benefits

$55,000-65,000 Annual Salary - depending on experience

Insurance Allowance of $300/month

Annual Raise of 5% based on annual review

3 weeks of paid vacation

This Office Manager position offers a dynamic opportunity for an individual who enjoys working at the intersection of operations and executive support.

The ideal candidate will excel in a small team entrepreneurial setting seeking to grow into a broader role in the future. They will bring structure, energy, and professionalism, helping streamline operations, operationalize and manage core business systems (billing, CRM) and support leadership.

Company Description

We are a small company interested in looking for someone with whom to grow professionally. We are professionals who constantly think outside of the box and want you to bring your ideas and energy to our growing business culture. Our office has its location in a dynamic environment in downtown Boulder.

Catalyst Property Tax Consultants focuses on commercial property assessment appeals for the state of Colorado. We have been in business since 2014, manage the entire appeal process from beginning to end, and enjoy providing a high-touch experience for our clients.