Workflow and Administrative Supervisor

Compass Business Solutions, Inc.•Pittsburgh, PA

About The Position

H2R CPA is hiring a Workflow and Administrative Supervisor to operationalize the day-to-day work of its back-office administrative team. The role ensures administrative work is prioritized, routed, completed, and documented in alignment with Tax and A&A deadlines, workflow standards, and client service expectations. It is the primary liaison between firm leadership and the administrative team, coordinating workloads, maintaining workflow integrity, monitoring capacity, maintaining process documentation, and promoting effective use of workflow-related technology. The supervisor manages administrative staff, handles routine workflow escalations, and identifies opportunities to improve efficiency and consistency and optimize automation and the technology stack. The position supports both Tax and A&A service lines, coordinating with partners, managers, and staff to keep engagements moving. It maintains workflow information in practice management and workflow systems; monitors turnaround times, backlogs, quality, capacity, and production metrics; and reports regularly to leadership. The supervisor also provides hands-on administrative backup during absences and peak periods, supports software adoption and troubleshooting, and develops and maintains cross-departmental procedures and training. H2R CPA is a locally owned and managed accounting firm headquartered in western Pennsylvania. The firm has operated for more than 65 years and describes its approach as combining the expertise and resources of a large accounting firm with the personalized attention of a smaller practice.

Requirements

Associate’s or bachelor’s degree in business, operations, information systems, accounting, or a related field; relevant experience may substitute for the education requirement.
At least 5 years of relevant experience in operations, project management, administration, or workflow management.
Demonstrated successful experience serving in a lead, supervisor, or manager role over administrative and operational processes.
Experience and interest in automating manual processes.
Strong customer service experience.

Nice To Haves

Experience in a professional services environment and/or a tax or audit environment supporting administrative functions.
Experience in a project management or operational excellence program or role.

Responsibilities

Supervise, coach, and direct the administrative team’s day-to-day activities, balancing workloads and accountability across Tax and A&A.
Assign, prioritize, and coordinate administrative tasks according to deadlines, seasonal demand, capacity, and volume across departments.
Monitor turnaround times, backlogs, and completion quality; redistribute work to address bottlenecks and serve as the primary escalation point for workflow exceptions.
Coordinate with partners, managers, and staff across Tax and A&A to manage dependencies, resolve missing items, and keep engagements moving.
Maintain accurate workflow status, routing, assignments, and due dates in practice management and workflow systems.
Identify manual steps, duplicated effort, and inconsistent practices; conduct initial root-cause analysis and recommend practical workflow improvements to leadership.
Maintain working knowledge of Tax and A&A administrative processes and provide hands-on backup during absences, seasonal peaks, and overflow periods.
Promote consistent software use, automation, and team best practices; identify capability gaps and coordinate training for system enhancements.
Troubleshoot routine software and workflow issues and act as a bridge between end users, internal IT, and software vendors.
Prepare and distribute leadership reports on due dates, production metrics, backlogs, capacity, and departmental scorecards.
Provide onboarding, ongoing training, and workflow-discipline coaching to help administrative staff meet service-level expectations.
Create, maintain, and periodically review cross-departmental administrative procedures, process maps, standard operating procedures, checklists, templates, and documentation.
Oversee digital and physical intake, document processing and assembly, secure delivery channels, and signature and e-file tracking across service lines.
Coordinate year-end and seasonal administrative rollouts, including bulk mailings, recurring workflow setups, engagement letters, and department calendars.
Perform other duties as assigned.