Firm Operations Lead

TL Squared, LLP•Walnut Creek, CA

45d

About The Position

We are seeking a high-caliber, proactive professional to lead the internal operations of our firm. While our accountants focus on delivering exceptional client service, you will focus on ensuring the firm operates efficiently, profitably, and smoothly. This role combines the responsibilities of a Firm Administrator (internal finance & HR), Operations Director (workflow & technology oversight), and Chief of Staff (Partner support). You will be the operational backbone of the firm — ensuring busy seasons run seamlessly and that our internal financial health is as strong as that of our clients. To be considered, please include a brief cover letter which includes what you are looking for (career-wise) and your favorite software tool and why.

Requirements

Experience: 3+ years in professional services management (accounting, law, architecture, or similar preferred) or small company operations.
Education: Bachelor’s degree in Business Administration, Accounting, Finance, or related field preferred.
Technical Skills: Advanced proficiency in Microsoft Excel and PowerPoint. Experience with QuickBooks Online/Xero and practice management software strongly preferred.
Operational Agility: Ability to adapt and scale processes within a growing boutique firm.
Comfort with Ambiguity: Thrives in evolving environments and can independently define structure where it does not yet exist.
Communication: Exceptional written and verbal communication skills.
Leadership Traits: Independent thinker, proactive problem solver, and strong initiator.

Responsibilities

Internal Financial Management
Firm Bookkeeping: Maintain the firm’s general ledger, manage accounts payable and receivable, and oversee monthly close.
Billing Operations: Process monthly billing and assist partners in improving billing workflows.
Work-in-Progress (WIP) Management: Monitor unbilled time and expenses; help streamline the billing cycle to reduce lag.
Collections: Oversee aging reports and manage client collections professionally to maintain healthy cash flow.
Operations & Workflow Management
Partner Support: Serve as the primary operational liaison between partners and staff; manage firm-wide communications and high-level administrative priorities.
Workflow Oversight: Monitor project flow, deadlines, and internal processes to ensure efficiency during peak seasons.
Technology & Systems Management: Oversee the firm’s software ecosystem, manage active users and lead implementation or migration of new tools.
Equipment & IT Coordination: Manage firm technology, computers, and related equipment.
Vendor Management: Oversee relationships with office vendors (e.g., landlord, maintenance, compliance services).
Travel & Event Coordination: Manage partner travel logistics and coordinate firm offsites or team events.
Compliance & Human Resources
CPE Tracking: Ensure CPAs and staff meet annual Continuing Professional Education requirements.
Recruitment & Onboarding: Support hiring pipelines for seasonal and full-time roles; oversee onboarding processes.
Office Environment: Maintain a professional, organized, and positive work environment that supports team productivity and morale.