Operations Specialist

Why This Role Matters

This role exists to help create operational clarity, consistency, and follow-through across the firm.

The Operations Specialist serves as a trusted operational partner to the Director of Operations by supporting critical workflows, coordinating administrative processes, assisting clients and team members, and helping leadership maintain visibility into important operational priorities.

The right person will not simply complete assigned tasks. They will identify issues, gather information, think critically, and help leadership make informed decisions while ensuring work moves efficiently through the firm.

What Success Looks Like

Within 12 months, this person:

• Has become a trusted operational resource
• Creates clarity before escalating issues
• Helps work move efficiently from intake through delivery
• Improves operational visibility and follow-through
• Supports a smooth client experience
• Demonstrates sound judgment and strong ownership
• Contributes positively to culture and team effectiveness

Required Qualifications

• Demonstrated success in operations, office administration, office coordination, project coordination, executive support, or similar professional roles
• Experience managing multiple priorities with minimal supervision
• Strong organizational, communication, and problem-solving skills
• Ability to exercise sound judgment and appropriately escalate issues
• Proven ability to take ownership of processes, projects, or operational responsibilities
• High degree of professionalism, discretion, and accountability

Preferred Qualifications

• 5+ years of relevant professional experience
• Experience in accounting, legal, healthcare, financial services, or other professional services environments
• Experience supporting operational workflows and process improvement initiatives
• Experience coordinating projects, workflows, or cross-functional activities
• Experience supporting leadership teams or business operations
• Experience working with client-facing processes
• Experience using AI and productivity tools professionally

Core Responsibilities

Administrative & Client Support

• Provide exceptional service and support to clients, visitors, and team members
• Serve as a professional first point of contact for incoming calls, visitors, and general inquiries
• Manage internal and external correspondence with professionalism and confidentiality
• Coordinate meetings, document management, filing systems, and administrative processes
• Assist clients with document collection, electronic signatures, mailing with tracking, portal access, and general requests
• Support tax return intake, organization of client information, and document routing processes
• Coordinate client deliverables intake process, final processing, delivery, and e-filing processes
• Maintain professional, organized, and welcoming office and client-facing spaces
• Prepare reports, maintain records, and support internal communications as needed

Operations & Team Coordination

• Support the Director of Operations in maintaining efficient day-to-day firm operations
• Coordinate workflow follow-up, administrative processes, and operational activities across the firm
• Assist with employee onboarding and internal administrative processes
• Support training coordination, employee development initiatives, and team communication efforts
• Identify operational issues, gather relevant information, and organize recommendations for leadership review
• Assist with documenting, maintaining, and improving operational processes and procedures
• Support leadership by helping create visibility, accountability, and follow-through across operational priorities
• Work independently and collaboratively in a fast-paced, high-performance environment
• Uphold company policies, ethical standards, and confidentiality expectations

Client Account & Billing Support

• Assist with client billing, invoice preparation, and account-related administrative tasks
• Support tax return billing and client delivery workflows
• Assist with recurring billing processes as directed
• Respond to routine client billing inquiries and route more complex issues appropriately
• Support payment processing and administrative follow-up activities when needed
• Maintain confidentiality when handling sensitive client and financial information

Office Operations & Facilities Support

• Assist the Director of Operations with maintaining a professional, organized, and efficient office environment
• Coordinate routine office, vendor, and facilities-related requests
• Monitor office supplies, equipment, and operational readiness
• Support meeting, training, and event logistics as needed
• Help identify and resolve facility and operational issues in a timely manner

Additional Responsibilities

• Adapt to changing priorities and business needs
• Demonstrate sound judgment when encountering unfamiliar situations
• Gather information, identify risks, and provide organized recommendations before escalating issues
• Support continuous improvement initiatives and operational efficiency efforts
• Utilize technology and AI tools responsibly to improve productivity and effectiveness
• Perform additional duties and special projects as assigned

This position requires prolonged periods of sitting and working at a computer. The employee must occasionally drive, stand, walk, bend, kneel, and lift up to 50 pounds for restocking purposes. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.