Firm Administrator / Firm Operations Manager 

Position Overview

We are seeking seeking a highly organized and systems-oriented Firm Administrator / Firm Operations Manager to oversee administrative operations, client workflow, staff coordination, production tracking, technology, and process improvement.

This is a hands-on operational leadership position, not a traditional administrative support role. The successful candidate will ensure client work moves efficiently from onboarding through completion, billing, and delivery while improving accountability, internal controls, technology usage, and overall firm productivity.

The role works closely with firm leadership, tax professionals, bookkeepers, administrative staff, IT providers, software vendors, and AI-enabled workflow tools.

Key Responsibilities

• Oversee workflow across individual and business tax preparation, bookkeeping, accounting, tax resolution, and notice response services.
• Track client engagements, deadlines, assigned staff, budgets, open items, review status, billing, and completion.
• Assign and monitor internal deadlines, milestones, and staff responsibilities.
• Identify workflow bottlenecks, capacity issues, and potential deadline risks.
• Coordinate workflow meetings and prepare weekly and seasonal production reports for leadership.
• Develop and improve workflow checklists, templates, routing procedures, dashboards, and deadline tracking systems.
• Evaluate internal processes and implement practical improvements to reduce delays, rework, and missed steps.
• Establish and monitor controls covering client intake, document collection, workflow routing, billing, e-file authorization, and project closeout.
• Monitor turnaround time, budget-to-actual performance, staff capacity, missing information, work-in-process, billing, and collections.
• Oversee new client onboarding, engagement letters, client information, portal access, documentation, and service setup.
• Coordinate tax-season preparation, client document requests, deadline reminders, and follow-up procedures.
• Supervise and coordinate administrative staff, including workload assignments, schedules, onboarding, and training.
• Serve as a liaison between professional staff, administrative teams, leadership, IT providers, and software vendors.
• Support practice management, tax software, document management, e-signature, client portal, and communication systems.
• Coordinate implementation and improvement of technology, automation, dashboards, recurring workflows, and AI-enabled processes.
• Help identify opportunities to use AI and automation for document intake, follow-up, communication summaries, deadline monitoring, and management reporting.
• Ensure AI-enabled workflows maintain appropriate human review, accuracy, data privacy, and firm procedures.
• Coordinate billing and monitor completed-but-unbilled work, unpaid invoices, past-due balances, and engagement budget performance.

Ideal Candidate

The ideal candidate is a proactive operations professional who enjoys creating structure, improving processes, coordinating people, and solving operational problems. You should be comfortable managing both systems and people, following up on outstanding items, identifying risks, and communicating clearly with leadership and staff.

Preferred Qualifications

• Bachelor's degree in Business, Accounting, Finance, Operations, or a related field.
• Experience in firm administration, operations, workflow management, accounting, tax, or professional services.
• Experience working in a CPA firm or tax preparation environment is strongly preferred.
• Experience managing staff and coordinating workloads.
• Experience with client onboarding, engagement management, billing, accounts receivable, or budget tracking.
• Experience with practice management or workflow software.
• Strong organizational, analytical, communication, and problem-solving skills.
• Familiarity with automation, AI tools, or technology-enabled process improvement is highly desirable.
• Ability to manage multiple deadlines and priorities in a fast-paced professional environment.

Key Success Measures

Success in this position will be measured by:

• Improved visibility and control over firm workflow and deadlines.
• Fewer missed steps, delays, and last-minute bottlenecks.
• Stronger staff accountability and workload management.
• Improved client engagement turnaround times.
• Better tracking of budgets, billing, collections, and work status.
• More consistent procedures across tax, bookkeeping, accounting, and administrative functions.
• Increased use of technology, automation, and AI to improve efficiency.
• Reliable and actionable operational reporting for firm leadership.

Benefits

• 10–15 days of PTO
• 3% Simple IRA employer match
• $300 monthly contribution toward medical benefits
• Medical coverage available immediately
• 6 paid holidays
• Business casual work environment