Operations Associate

Holman Frenia Allison PC Certified Public Accountants and Consultants (HFA) is headquartered in Central New Jersey. The firm services a diverse client base within the tri-state area providing highly personalized and comprehensive accounting audit tax and business consulting services.

The Operations Coordinator provides key administrative and operational support to ensure smooth internal processes across the firm. This role supports the Operations department with proposal coordination Audit report processing accounts payable and accounts receivable functions municipal engagement letters and general administrative support. The ideal candidate is detail-oriented highly organized and comfortable working in a fast-paced professional environment.

Key Responsibilities:

Accounts Receivable (AR) & Collections Support

• Generate and distribute client invoices as directed.
• Monitor outstanding receivables and follow up on overdue balances.
• Provide weekly aging updates to Operations leadership.
• Coordinate with partners/managers on collection needs.

Accounts Payable (AP)

• Process vendor invoices and employee reimbursements.
• Maintain AP records and documentation.
• Assist with month-end and year-end reconciliations.
• Communicate with vendors as needed to resolve discrepancies.

Proposal Coordination & Engagement Letters

• Prepare edit and format proposals for governmental and municipal clients.
• Maintain proposal templates and ensure compliance with firm standards.
• Track proposal deadlines submissions and award notifications.
• Prepare and distribute municipal engagement letters ensuring all required documents and signatures are completed and filed properly.

Audit Report Processing

• Format assemble and finalize Audit reports according to firm standards.
• Coordinate partner and manager review cycles to ensure timely delivery.
• Handle e-filing and report release processes.
• Maintain accurate tracking logs for report status and deadlines.

General Operations & Administrative Support

• Provide administrative support to the Operations team as needed.
• Assist with maintaining firm-wide administrative workflows and documentation.
• Support internal process improvements tracking and reporting.
• Coordinate supplies deliveries and vendor relationships as needed.
• Assist with onboarding and internal coordination tasks assigned by Operations leadership.

• 2 years of administrative operations or support experience (CPA firm or professional services preferred).
• Associates degree required; Bachelors degree preferred.
• Strong proficiency in Microsoft Word Excel and Outlook.
• Excellent written and verbal communication skills.
• Strong attention to detail and organization.
• Ability to manage multiple deadlines in a fast-paced environment.
• Professional dependable and comfortable working with partners and department leadership.