Firm Operations Manager

Calqulate; Ambler (Montgomery County); On-site; USD 85,000 - 120,000; Full time

Job summary

Calqulate in Lower Gwynedd/ Ambler area, PA seeks a Practice Operations Manager to oversee daily workflow, tax season deadlines, technology platforms, and administrative teams for a growing public accounting and tax advisory firm.

In this pivotal operational role, you will streamline client onboarding, manage engagement capacity, implement practice management and AI automation tools, and ensure high-efficiency throughput across all service lines (tax, bookkeeping, and advisory).

Qualifications

• Education: Bachelor's degree in Business Administration, Operations Management, Accounting, or a related discipline.
• Industry Experience: Proven track record managing workflow, deadline schedules, or practice operations within a CPA firm, tax preparation practice, or accounting services environment.
• Tax Season Experience: Direct experience managing high-volume tax season deadlines, extension workflows, and client deliverable tracking.
• Team Supervision: Strong background supervising administrative, client service, or operational support personnel.
• Software & Tech Savvy: Hands-on experience with CPA practice management software, document management systems, client portals, and modern office automation/AI tools.
• Financial Operations: Familiarity with accounting firm billing, Work-in-Process (WIP) tracking, budget monitoring, and accounts receivable processes.

Responsibilities

• Drive daily firm production across tax preparation, accounting, and advisory services.
• Track all active engagements, internal milestones, statutory tax deadlines, and staff capacity.
• Evaluate administrative and production processes to reduce bottlenecks and develop standardized checklists, automated task lists, and controls.
• Serve as the internal operational lead for practice management software, tax platforms, client portals, and e-signature systems.
• Coordinate with IT vendors and lead initiatives to integrate AI agents and workflow automation to eliminate manual tasks.
• Supervise and mentor administrative support staff handling client communications, document intake, engagement letters, and general office functions.
• Manage new client setup from initial intake and engagement letters to portal configuration and recurring service scheduling.
• Coordinate with partners to track WIP, monitor engagement budgets vs. actual hours, oversee A/R follow-up, and enforce payment collection prior to deliverable release.

Skills

Workflow management

Process improvement

Technology integration / AI

Administrative leadership

Client onboarding

Billing & budgeting

Team supervision

CPA software familiarity

Education

Bachelor's degree in Business Administration or related

Tools

CPA practice management software

Document management systems

Client portals

E-signature systems

AI workflow automation tools

Job description

Location: Lower Gwynedd / Ambler Area, PA (Montgomery County – On-Site)

Industry: Accounting / Tax Services / Financial Services

Experience Level: Mid-Level (Associate / Operations Specialist)

Job Function: Operations / Practice Management / Accounting Operations

Employment Type: Full-Time (On-Site)

Visa Sponsorship / Relocation: Not Available

About the Role

We are seeking an experienced Practice Operations Manager to oversee daily workflow, tax season deadlines, technology platforms, and administrative teams for a growing public accounting and tax advisory firm.

In this pivotal operational role, you will work closely with firm leadership to streamline client onboarding, manage engagement capacity, implement practice management and AI automation tools, and ensure high-efficiency throughput across all service lines (individual/business tax, bookkeeping, and tax resolution).

Key Responsibilities

• Workflow Management & Deadline Oversight: Drive daily firm production across tax preparation, accounting, and advisory services. Track all active engagements, internal milestones, statutory tax deadlines, and staff capacity.
• Process Improvement & Systems Control: Evaluate administrative and production processes to reduce bottlenecks. Develop standardized checklists, automated task lists, and controls for client intake, e-filing, billing, and project closeout.
• Technology & AI Integration: Serve as the internal operational lead for practice management software, tax platforms, client portals, and e-signature systems. Coordinate with IT vendors and lead initiatives to integrate AI agents and workflow automation to eliminate manual tasks.
• Administrative Leadership: Supervise and mentor administrative support staff handling client communications, document intake, engagement letters, and general office functions.
• Client Onboarding & Engagement Setup: Manage new client setup from initial intake and engagement letters to portal configuration, prior-year document collection, and recurring service scheduling.
• Billing & Budget Monitoring: Coordinate with firm partners to track Work-in-Process (WIP), monitor engagement budgets vs. actual hours, oversee accounts receivable (A/R) follow-up, and enforce payment collection prior to deliverable release.

Qualifications & Key Requirements

• Education: Bachelor's degree in Business Administration, Operations Management, Accounting, or a related discipline.
• Industry Experience: Proven track record managing workflow, deadline schedules, or practice operations within a CPA firm, tax preparation practice, or accounting services environment.
• Tax Season Experience: Direct experience managing high-volume tax season deadlines, extension workflows, and client deliverable tracking.
• Team Supervision: Strong background supervising administrative, client service, or operational support personnel.
• Software & Tech Savvy: Hands-on experience with CPA practice management software, document management systems, client portals, and modern office automation/AI tools.
• Financial Operations: Familiarity with accounting firm billing, Work-in-Process (WIP) tracking, budget monitoring, and accounts receivable processes.