Accounting Operations Manager – CPA Firm

We are seeking seeking a highly organized and systems-oriented Firm Administrator / Firm Operations Manager to oversee administrative operations client workflow staff coordination production tracking technology and process improvement.

This is a hands-on operational leadership position not a traditional administrative support role. The successful candidate will ensure client work moves efficiently from onboarding through completion billing and delivery while improving accountability internal controls technology usage and overall firm productivity.

The role works closely with firm leadership tax professionals bookkeepers administrative staff IT providers software vendors and AI-enabled workflow tools.

• Oversee workflow across individual and business tax preparation bookkeeping accounting tax resolution and notice response services.
• Track client engagements deadlines assigned staff budgets open items review status billing and completion.
• Assign and monitor internal deadlines milestones and staff responsibilities.
• Identify workflow bottlenecks capacity issues and potential deadline risks.
• Coordinate workflow meetings and prepare weekly and seasonal production reports for leadership.
• Develop and improve workflow checklists templates routing procedures dashboards and deadline tracking systems.
• Evaluate internal processes and implement practical improvements to reduce delays rework and missed steps.
• Establish and monitor controls covering client intake document collection workflow routing billing e-file authorization and project closeout.
• Monitor turnaround time budget-to-actual performance staff capacity missing information work-in-process billing and collections.
• Oversee new client onboarding engagement letters client information portal access documentation and service setup.
• Coordinate tax-season preparation client document requests deadline reminders and follow-up procedures.
• Supervise and coordinate administrative staff including workload assignments schedules onboarding and training.
• Serve as a liaison between professional staff administrative teams leadership IT providers and software vendors.
• Support practice management tax software document management e-signature client portal and communication systems.
• Coordinate implementation and improvement of technology automation dashboards recurring workflows and AI-enabled processes.
• Help identify opportunities to use AI and automation for document intake follow-up communication summaries deadline monitoring and management reporting.
• Ensure AI-enabled workflows maintain appropriate human review accuracy data privacy and firm procedures.
• Coordinate billing and monitor completed-but-unbilled work unpaid invoices past-due balances and engagement budget performance.

The ideal candidate is a proactive operations professional who enjoys creating structure improving processes coordinating people and solving operational problems. You should be comfortable managing both systems and people following up on outstanding items identifying risks and communicating clearly with leadership and staff.

• Bachelors degree in Business Accounting Finance Operations or a related field.
• Experience in firm administration operations workflow management accounting tax or professional services.
• Experience working in a CPA firm or tax preparation environment is strongly preferred.
• Experience managing staff and coordinating workloads.
• Experience with client onboarding engagement management billing accounts receivable or budget tracking.
• Experience with practice management or workflow software.
• Strong organizational analytical communication and problem-solving skills.
• Familiarity with automation AI tools or technology-enabled process improvement is highly desirable.
• Ability to manage multiple deadlines and priorities in a fast-paced professional environment.

Success in this position will be measured by:

• Improved visibility and control over firm workflow and deadlines.
• Fewer missed steps delays and last-minute bottlenecks.
• Stronger staff accountability and workload management.
• Improved client engagement turnaround times.
• Better tracking of budgets billing collections and work status.
• More consistent procedures across tax bookkeeping accounting and administrative functions.
• Increased use of technology automation and AI to improve efficiency.
• Reliable and actionable operational reporting for firm leadership.

• 1015 days of PTO
• 3% Simple IRA employer match
• $300 monthly contribution toward medical benefits
• Medical coverage available immediately
• 6 paid holidays
• Business casual work environment