Firm Operations Manager

Cephas Consultancy Services Private Limited; Ambler (Montgomery County); On-site; USD 90,000 - 120,000; Full time

Job summary

Cephas Consultancy Services Private Limited in Ambler, PA seeks a Firm Operations Manager to orchestrate workload across tax, bookkeeping, and related services. You will supervise administrative staff, align resource allocation, and ensure timely delivery of engagements.

You will drive process improvements, implement automation, and coordinate with leadership on budgeting, client onboarding, and reporting. This role demands strong organizational skills and oversight of firm-wide operations.

Qualifications

• Experience leading administrative teams and coordinating client engagements.
• Proven ability to optimize workflows and meet deadlines.
• Strong familiarity with tax, accounting, and client service processes.

Responsibilities

• Oversee workflow across tax preparation, bookkeeping, and tax resolution services.
• Monitor client engagements, due dates, budgets, and staff assignments.
• Develop and implement workflow checklists and routing rules.
• Coordinate with leadership to balance workloads and manage capacity.
• Produce weekly production reports for partners and managers.
• Lead onboarding, billing support, and client communications.

Skills

Workflow management

Process improvement

IT systems

AI workflow

Staff coordination

Tools

Practice management software

Tax software

Document management system

E-signature tools

Client portal

Job description

Firm Operations Manager

Cephas Consultancy Services Private Limited, Ambler, Pennsylvania, United States

About this position

Job Id: CLI-45712-0

Job Type: Direct hire

Primary Responsibilities

1. Workflow Management and Production Oversight
   • Oversee firm workflow across individual tax preparation, business tax returns, bookkeeping/accounting services, tax resolution, and tax notice response work.
   • Maintain visibility over all active client engagements, including status, assigned staff, due dates, internal deadlines, budgets, open items, review status, billing status, and completion status.
   • Assign, monitor, and update internal due dates, milestones, and staff responsibilities for client engagements.
   • Work with firm leadership and department leaders to balance workloads, identify capacity issues, and reassign work as needed.
   • Monitor firm output compared to statutory deadlines, internal target dates, assigned budgets, and client expectations.
   • Identify workflow bottlenecks and proactively recommend solutions before deadlines are at risk.
   • Coordinate regular workflow meetings with staff and firm leadership.
   • Prepare weekly and seasonal production reports for partners and managers.
   • Assist in developing workflow checklists, status codes, project templates, routing rules, and deadline tracking systems.
2. Process Improvement, Controls, and Efficiency
   • Evaluate existing administrative and production processes and recommend practical improvements.
   • Create, implement, and monitor internal controls over client intake, document collection, workflow routing, review readiness, e-file authorization, billing, and project closeout.
   • Standardize procedures to reduce rework, missed steps, delays, and partner-level administrative involvement.
   • Develop methods to track realization, turnaround time, budget-to-actual performance, missing information delays, and staff capacity.
   • Assist firm leadership in improving tax season procedures, extension procedures, bookkeeping workflows, and notice response tracking.
   • Help design repeatable workflows for recurring services such as monthly bookkeeping, quarterly estimates, business tax returns, and annual individual tax preparation.
3. Technology, IT Systems, and AI Workflow Coordination
   • Serve as a key internal liaison for the firm’s practice management software, tax software, client portal, document management system, e-signature tools, communication platforms, and related applications.
   • Coordinate with outside IT providers and software vendors to resolve operational issues and improve system usage.
   • Assist with implementation, testing, and refinement of technology tools that support client workflow and firm operations.
   • Help maintain templates, automated task lists, recurring workflows, dashboards, reports, and system permissions.
   • Work with firm leadership to integrate AI agents and automation tools into appropriate administrative and workflow processes.
   • Monitor AI-enabled workflows to ensure proper human review, data privacy, accuracy, and adherence to firm procedures.
   • Identify opportunities to use automation and AI tools to reduce manual follow-up, improve document intake, summarize client communications, monitor due dates, and create management reporting.
   • Train staff on appropriate use of firm systems, workflow tools, portals, and automation processes.
4. Staff Coordination and Administrative Leadership
   • Supervise and coordinate administrative staff responsible for client communications, document collection, engagement letters, billing support, collections, tax season preparation, scanning, portal activity, and other office functions.
   • Help establish clear responsibilities and accountability for administrative team members.
   • Coordinate staff schedules, workload assignments, and recurring administrative deadlines.
   • Assist with onboarding and training of administrative personnel.
   • Facilitate internal staff meetings and follow up on assigned action items.
   • Serve as a liaison between professional staff, administrative staff, firm leadership, outside vendors, and IT providers.
   • Promote a culture of accountability, responsiveness, organization, and continuous improvement.
5. Client Onboarding and Service Coordination
   • Oversee the new client onboarding process from initial acceptance through setup in firm systems.
   • Ensure that engagement letters, client information, prior-year records, portal access, billing arrangements, and service expectations are properly established.
   • Coordinate annual tax season preparation, including organizer distribution, engagement letter tracking, client document requests, and follow-up procedures.
   • Monitor missing client information and ensure timely follow-up.
   • Assist with client communication procedures, including standard email templates, deadline reminders, document request notices, and status updates.
   • Help ensure a consistent and professional client experience across all firm service lines.
6. Billing, Collections, and Engagement Budget Monitoring
   • Coordinate with firm leadership and administrative staff to ensure timely billing of completed work.
   • Monitor engagement budgets and compare budgeted time or fee expectations to work status and completion.
   • Assist with tracking work-in-process, completed-but-unbilled projects, unpaid invoices, and past-due balances.
   • Support procedures requiring payment before release of returns or final deliverables, where applicable.
   • Provide reporting to firm leadership regarding billing status, collections issues, and budget overruns.