Our client is seeking an experienced Firm Operations Manager to oversee workflow, production, administrative coordination, client onboarding, billing support, and practice‑management systems for a busy accounting and tax practice. This role ensures that client work moves efficiently from onboarding through completion, review, billing, and delivery. The ideal candidate is a proactive operations leader who enjoys creating structure, improving processes, and driving accountability across teams.
Onsite | No Visa Sponsorship | No Relocation Assistance
Please Note: Candidates within a reasonable commuting distance of 30-45 minutes will only be considered
Responsibilities:
Workflow & Production Oversight
- Prepare weekly and seasonal production reports for leadership.
- Balance workloads, identify bottlenecks, and reassign work as needed.
- Assign and update internal due dates, milestones, and staff responsibilities.
- Manage workflow across individual and business tax preparation, bookkeeping, notice response, and related services.
- Maintain visibility over all active client engagements, including status, deadlines, budgets, open items, review progress, and billing readiness.
Process Improvement & Internal Controls
- Standardize procedures to reduce rework, delays, and missed steps.
- Evaluate administrative and production processes and recommend practical improvements.
- Track realization, turnaround time, budget‑to‑actual performance, missing information, and staff capacity.
- Implement and monitor internal controls for client intake, document collection, workflow routing, review readiness, billing, and project closeout.
Technology, Systems & Automation
- Train staff on firm systems, workflow tools, and automation processes.
- Maintain templates, dashboards, recurring workflows, and system permissions.
- Support implementation and refinement of automation and AI‑enabled workflow tools.
- Coordinate with IT providers and software vendors to resolve issues and improve system usage.
- Serve as an internal lead for practice‑management software, tax software, client portals, document management systems, and communication tools.
Staff Coordination & Administrative Leadership
- Support onboarding and training of administrative personnel.
- Facilitate internal staff meetings and follow‑up on action items.
- Coordinate schedules, workload assignments, and recurring administrative deadlines.
- Supervise administrative staff responsible for client communication, document collection, engagement letters, billing support, scanning, and portal activity.
Client Onboarding & Service Coordination
- Ensure consistent and professional client communication across service lines.
- Coordinate tax‑season preparation, organizer distribution, document requests, and follow‑up procedures.
- Oversee new client onboarding, including engagement letters, portal setup, prior‑year record collection, and billing arrangements.
Billing, Collections & Budget Monitoring
- Support timely billing of completed work.
- Provide reporting on billing status, collections issues, and budget variances.
- Track work‑in‑process, completed‑but‑unbilled work, unpaid invoices, and past‑due balances.
- Monitor engagement budgets and compare budgeted expectations to work status and completion.
Qualifications (Must-Haves)
- Supervising administrative or professional staff.
- Managing tax‑season deadlines and production schedules.
- Familiarity with automation or AI‑enabled workflow tools.
- Practice‑management software implementation or optimization.
- Workflow management in a CPA firm or tax preparation environment.
- Experience with billing, accounts receivable, work‑in‑process, or budget tracking.
- Bachelor's degree in business, accounting, management, or a related field preferred. Equivalent experience (3–5+ years of firm operations or practice‑management experience in a CPA/tax/bookkeeping environment) will be considered.
Benefits & Perks:
- PTO
- Paid Holidays
- Simple IRA match
- Monthly medical contribution
- Business casual environment