Firm Operations Manager

Virtual Hire Staffing; Ambler (Montgomery County); On-site; USD 65,000 - 95,000; Full time

Job summary

Virtual Hire Staffing seeks an organized Operations & Workflow Manager for an accounting firm. You will oversee production across tax, bookkeeping, and tax resolution, lead the administrative team, and drive smarter processes through technology and AI tools.

You will manage client intake to billing, set milestones, and coordinate with IT and vendors to implement automation while safeguarding data privacy.

Qualifications

• Bachelor's degree in accounting or business is required.
• Experience in accounting, tax, or CPA firm environment is preferred.
• Strong background in workflow management, operations, or administrative leadership.
• Comfort with practice management and tax software; interest in automation and AI tools.

Responsibilities

• Oversee firm workflow across tax, bookkeeping, tax resolution, and notice response.
• Track active engagements: status, deadlines, budgets, and billing; manage milestones.

Skills

Workflow management

Team leadership

Process improvement

Communication

Budget management

Education

Bachelor's degree in accounting or business

Tools

Practice management software

Tax software

Job description

Job Summary

About the Role

A growing accounting and tax firm is looking for an organized, systems-minded Operations & Workflow Manager to keep client work moving from intake to billing. You'll oversee production across tax, bookkeeping, and tax resolution services, lead the administrative team, and help the firm build smarter processes using technology, automation, and AI tools. If you love bringing order to busy environments, spotting bottlenecks before they become problems, and making teams more efficient, this role is for you.

What You'll Do

Workflow & Production

Oversee firm workflow across individual and business tax returns, bookkeeping, tax resolution, and notice response

Track every active engagement: status, assigned staff, deadlines, budgets, open items, and billing

Set internal due dates and milestones, balance workloads, and reassign work as needed

Lead workflow meetings and prepare weekly and seasonal production reports for leadership

Process Improvement & Controls

Evaluate current processes and recommend practical improvements

Build and monitor controls for client intake, document collection, review readiness, e-file authorization, billing, and closeout

Standardize procedures to reduce rework, delays, and missed steps

Track turnaround time, realization, budget-to-actual, and staff capacity

Technology & AI

Serve as the internal lead for practice management, tax software, client portal, document management, and e-signature tools

Coordinate with IT providers and software vendors

Help integrate AI agents and automation into administrative workflows, with proper human review and data privacy safeguards

Train staff on firm systems and workflow tools

Team Leadership

Supervise administrative staff handling client communications, document collection, engagement letters, billing, and collections

Set clear responsibilities, coordinate schedules, and support onboarding and training

Act as the liaison between professional staff, admin staff, leadership, and vendors

Client Onboarding & Service

Manage new client onboarding from acceptance through system setup

Coordinate tax season prep, including organizers, engagement letters, and document requests

Maintain standard client communication templates and follow-up procedures

Billing & Budgets

Ensure completed work is billed promptly

Monitor engagement budgets, WIP, unbilled projects, and past-due balances

Report billing, collections, and budget overruns to leadership

What We're Looking For

Bachelor's degree required, accounting or business preferred

Experience in an accounting, tax, or CPA firm environment

Strong background in workflow management, operations, or administrative leadership

Comfort with practice management and tax software; interest in automation and AI tools

Proven ability to supervise staff and hold teams accountable

Excellent organization, communication, and problem-solving skills

Calm and effective under deadline pressure, especially during tax season