Firm Operations Manager

Calqulate • Ambler, PA

2d • Onsite

About The Position

We are seeking an experienced Practice Operations Manager to oversee daily workflow, tax season deadlines, technology platforms, and administrative teams for a growing public accounting and tax advisory firm. In this pivotal operational role, you will work closely with firm leadership to streamline client onboarding, manage engagement capacity, implement practice management and AI automation tools, and ensure high-efficiency throughput across all service lines (individual/business tax, bookkeeping, and tax resolution).

Requirements

• Bachelor's degree in Business Administration, Operations Management, Accounting, or a related discipline.
• Proven track record managing workflow, deadline schedules, or practice operations within a CPA firm, tax preparation practice, or accounting services environment.
• Direct experience managing high-volume tax season deadlines, extension workflows, and client deliverable tracking.
• Strong background supervising administrative, client service, or operational support personnel.
• Hands-on experience with CPA practice management software, document management systems, client portals, and modern office automation/AI tools.
• Familiarity with accounting firm billing, Work-in-Process (WIP) tracking, budget monitoring, and accounts receivable processes.

Responsibilities

• Drive daily firm production across tax preparation, accounting, and advisory services.
• Track all active engagements, internal milestones, statutory tax deadlines, and staff capacity.
• Evaluate administrative and production processes to reduce bottlenecks.
• Develop standardized checklists, automated task lists, and controls for client intake, e-filing, billing, and project closeout.
• Serve as the internal operational lead for practice management software, tax platforms, client portals, and e-signature systems.
• Coordinate with IT vendors and lead initiatives to integrate AI agents and workflow automation to eliminate manual tasks.
• Supervise and mentor administrative support staff handling client communications, document intake, engagement letters, and general office functions.
• Manage new client setup from initial intake and engagement letters to portal configuration, prior-year document collection, and recurring service scheduling.
• Coordinate with firm partners to track Work-in-Process (WIP), monitor engagement budgets vs. actual hours, oversee accounts receivable (A/R) follow-up, and enforce payment collection prior to deliverable release.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level