Accounting Operations Leader: Workflow & Efficiency

JoB Training & Coaching; Ambler (Montgomery County); On-site; USD 75,000 - 110,000; Full time

Benefits offered by this job

3% Simple IRA employer match

Medical benefits contribution

Paid holidays

Business casual environment

PTO

Immediate medical coverage

Job summary

JoB Training & Coaching seeks a Firm Administrator / Firm Operations Manager to lead administrative operations, client workflow, and staff coordination. You will oversee production tracking, technology usage, and process improvements from onboarding through delivery, including billing and closeout.

The role partners with leadership, tax professionals, bookkeepers, IT providers, software vendors, and AI-enabled tools to increase firm productivity and control.

Qualifications

• Bachelor's degree in business-related field is required.
• Experience in firm administration, operations, workflow management, accounting, tax, or professional services.
• CPA firm or tax preparation environment experience is strongly preferred.
• Experience managing staff and coordinating workloads.
• Experience with client onboarding, engagement management, billing, AR, or budget tracking.
• Familiarity 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 environment.

Responsibilities

• Oversee workflow across tax preparation, bookkeeping, accounting, tax resolution, and notices.
• Track engagements, deadlines, staff, budgets, items, review status, billing, and completion.
• Assign and monitor internal deadlines, milestones, and staff responsibilities.
• Identify bottlenecks, capacity issues, and deadline risks.
• Coordinate workflow meetings and prepare weekly/seasonal production reports.
• Develop and improve workflow checklists, routing, dashboards, and deadline tracking.
• Evaluate processes and implement improvements to reduce delays and rework.
• Establish and monitor controls for intake, document collection, billing, e-file, and closeout.
• Monitor turnaround time, budgets, staff capacity, missing information, and collections.
• Oversee onboarding, engagement letters, portal access, documentation, and setup.
• Coordinate tax-season prep, document requests, reminders, and follow-up.
• Supervise and coordinate administrative staff, including onboarding and training.
• Serve as liaison between staff, leadership, IT, and software vendors.
• Support practice management, software, document management, e-signature, and portals.
• Coordinate implementation of tech, automation, dashboards, workflows, and AI.
• Identify opportunities to use AI/automation for intake, summaries, and reporting.
• Ensure AI workflows have human review, privacy, and firm procedures.
• Coordinate billing and monitor unbilled work, invoices, and engagement budgets.

Skills

Workflow management

Staff management

Billing & AR

Client onboarding

Process improvement

AI tools familiarity

Analytical skills

Communication

Education

Bachelor's degree in Business, Accounting, Finance, Operations, or a related field

Tools

Workflow software

Job description

JoB Training & Coaching seeks a Firm Administrator / Firm Operations Manager to lead administrative operations, client workflow, and staff coordination. You will oversee production tracking, technology usage, and process improvements from onboarding through delivery, including billing and closeout.

The role partners with leadership, tax professionals, bookkeepers, IT providers, software vendors, and AI-enabled tools to increase firm productivity and control.