Firm Operations Manager

Job Title: Firm Operations Manager

Location: Ambler PA 19002

Job Type: Full-Time

Primary Responsibilities

Workflow Management and Production Oversight

• Oversee firm workflow across individual tax preparation business tax returns bookkeeping/accounting services tax resolution and tax notice response work.
• Maintain visibility over all active client engagements including status assigned staff due dates internal deadlines budgets open items review status billing status and completion status.
• Assign monitor and update internal due dates milestones and staff responsibilities for client engagements.
• Work with firm leadership and department leaders to balance workloads identify capacity issues and reassign work as needed.
• Monitor firm output compared to statutory deadlines internal target dates assigned budgets and client expectations.
• Identify workflow bottlenecks and proactively recommend solutions before deadlines are at risk.
• Coordinate regular workflow meetings with staff and firm leadership.
• Prepare weekly and seasonal production reports for partners and managers.
• Assist in developing workflow checklists status codes project templates routing rules and deadline tracking systems.

Process Improvement Controls and Efficiency

• Evaluate existing administrative and production processes and recommend practical improvements.
• Create implement and monitor internal controls over client intake document collection workflow routing review readiness e-file authorization billing and project closeout.
• Standardize procedures to reduce rework missed steps delays and partner-level administrative involvement.
• Develop methods to track realization turnaround time budget-to-actual performance missing information delays and staff capacity.
• Assist firm leadership in improving tax season procedures extension procedures bookkeeping workflows and notice response tracking.
• Help design repeatable workflows for recurring services such as monthly bookkeeping quarterly estimates business tax returns and annual individual tax preparation.

Technology IT Systems and AI Workflow Coordination

• Serve as a key internal liaison for the firms practice management software tax software client portal document management system e-signature tools communication platforms and related applications.
• Coordinate with outside IT providers and software vendors to resolve operational issues and improve system usage.
• Assist with implementation testing and refinement of technology tools that support client workflow and firm operations.
• Help maintain templates automated task lists recurring workflows dashboards reports and system permissions.
• Work with firm leadership to integrate AI agents and automation tools into appropriate administrative and workflow processes.
• Monitor AI-enabled workflows to ensure proper human review data privacy accuracy and adherence to firm procedures.
• Identify opportunities to use automation and AI tools to reduce manual follow-up improve document intake summarize client communications monitor due dates and create management reporting.
• Train staff on appropriate use of firm systems workflow tools portals and automation processes.

Staff Coordination and Administrative Leadership

• Supervise and coordinate administrative staff responsible for client communications document collection engagement letters billing support collections tax season preparation scanning portal activity and other office functions.
• Help establish clear responsibilities and accountability for administrative team members.
• Coordinate staff schedules workload assignments and recurring administrative deadlines.
• Assist with onboarding and training of administrative personnel.
• Facilitate internal staff meetings and follow up on assigned action items.
• Serve as a liaison between professional staff administrative staff firm leadership outside vendors and IT providers.
• Promote a culture of accountability responsiveness organization and continuous improvement.

Client Onboarding and Service Coordination

• Oversee the new client onboarding process from initial acceptance through setup in firm systems.
• Ensure that engagement letters client information prior-year records portal access billing arrangements and service expectations are properly established.
• Coordinate annual tax season preparation including organizer distribution engagement letter tracking client document requests and follow-up procedures.
• Monitor missing client information and ensure timely follow-up.
• Assist with client communication procedures including standard email templates deadline reminders document request notices and status updates.
• Help ensure a consistent and professional client experience across all firm service lines.

Billing Collections and Engagement Budget Monitoring

• Coordinate with firm leadership and administrative staff to ensure timely billing of completed work.
• Monitor engagement budgets and compare budgeted time or fee expectations to work status and completion.
• Assist with tracking work-in-process completed-but-unbilled projects unpaid invoices and past-due balances.
• Support procedures requiring payment before release of returns or final deliverables where applicable.
• Provide reporting to firm leadership regarding billing status collections issues and budget overruns.