Firm Operations Leader (CPA) | Workflow & AI Innovation

Jobsonboard; Montgomeryville (Montgomery County); Hybrid; USD 70,000 - 100,000; Full time

Benefits offered by this job

PTO 10-15 days

3% Simple IRA employer match

$300 monthly contribution toward medis

Medical coverage immediately

6 paid holidays

Business casual environment

Job summary

Jobsonboard is seeking a proactive Firm Administrator / Firm Operations Manager to lead administrative operations, client workflow, staff coordination, production tracking, technology usage, and process improvements. This hands-on role drives efficiency from onboarding to delivery while enforcing controls and accountability.

The ideal candidate thrives on structuring processes, coordinating people, and solving operational challenges, working closely with leadership, tax professionals,

Qualifications

• Bachelor’s degree required in Business, Accounting, Finance, Operations, or related field.
• Experience in firm administration, operations, workflow management, accounting, tax, or professional services.
• CPA firm or tax preparation environment preferred.
• Experience managing staff and coordinating workloads.
• Experience with onboarding, engagement management, billing, AR, 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 desirable.
• Ability to manage multiple deadlines and priorities in a fast-paced professional environment.

Responsibilities

• Oversee workflow across 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 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.

Skills

Organizational skills

Analytical skills

Communication skills

Problem-solving

Education

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

Job description

Jobsonboard is seeking a proactive Firm Administrator / Firm Operations Manager to lead administrative operations, client workflow, staff coordination, production tracking, technology usage, and process improvements. This hands-on role drives efficiency from onboarding to delivery while enforcing controls and accountability.

The ideal candidate thrives on structuring processes, coordinating people, and solving operational challenges, working closely with leadership, tax professionals,