Practice Operations Manager – CPA Firm

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