Firm Operations Manager

Gateway Search Associates; Center Square (PA); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Health coverage day one

IRA match 3%

Paid time off 10-15 days

Paid holidays 6

Business casual atmosphere

Job summary

Gateway Search Associates in Blue Bell, PA seeks an Administrative Professional to lead internal administration and workflow systems, overseeing business management, project scheduling, resource allocation, and tech integration.

You will move client projects from onboarding through delivery and billing, ensuring efficiency, accountability, and world-class service; collaborate with leadership and staff to maintain high performance.

Qualifications

• 5+ years managing workflow and deadlines within a fast-paced professional services firm.
• Direct experience supervising administrative and technical personnel.
• Experience overseeing client onboarding, billing, receivables, and budgets.
• Proven success implementing practice management software, automation tools, and emergent AI workflows.

Responsibilities

• Lead internal administration and workflow systems to drive efficiency.
• Monitor project pipelines, staff capacity, and ensure on-time client deliverables.
• Collaborate with leadership and staff to maintain accountability and performance.
• Oversee technology integration and liaison with external IT vendors and software providers.
• Establish tracking mechanisms and production metrics to measure success.

Skills

Workflow management

Team supervision

Onboarding & billing

Automation tools

AI workflows

Tools

Practice management software

Automation tools

AI workflows

Job description

Blue Bell, United States

A highly respected, forward-thinking professional services firm is seeking a systems-oriented Administrative Professional to lead internal administration and workflow systems. They are looking for a key operational leader to oversee business management, project scheduling, resource allocation, and technological integration.

The successful candidate will be directly responsible for the seamless movement of client projects from initial onboarding through final delivery and billing, ensuring peak efficiency, accountability, and world-class service.

Key Responsibilities

• Workflow Leadership: Drive organizational efficiency by monitoring project pipelines, managing staff capacity schedules, and ensuring client deliverables move seamlessly through every stage of production.
• Process Improvement: Continuously evaluate internal workflows to identify bottlenecks; design and implement robust internal controls to elevate productivity.
• Technology & Automation Integration: Act as the primary liaison with external IT vendors and software providers. Oversee the adoption and management of modern automation and workflow tools to streamline business operations.
• Operational Accountability: Establish clear tracking mechanisms and production metrics to maintain high standards of team accountability and project delivery timelines.
• Cross-Functional Collaboration: Partner closely with firm leadership, technical specialists, and administrative staff to foster a cohesive, high-performance working environment.

Requirements

They are looking for a proactive operations leader who creates order, structure, and team accountability. The right candidate independenty monitors workflow, resolves system bottlenecks, and communicates risks to firm leadership to guarantee accurate, on-time client delivery.

• 5+ years managing workflow and deadlines within a fast-paced professional services firm.
• Direct experience supervising administrative and technical personnel.
• Experience overseeing client onboarding, billing, receivables, and budgets.
• Proven success implementing practice management software, automation tools, and emergent AI workflows.
• Our client believes in taking care of our team members from day one.
• Immediate Health Coverage: Skip the typical 30- or 90-day waiting periods. Your medical benefits kick in on day one, with the company contributing $300 monthly directly toward your healthcare plan to keep you protected from the start.
• Instant Wealth Building: Secure your future with a 3% company match on your Simple IRA, giving you free matching dollars to accelerate your retirement savings.
• Generous Time Off: Recharge and relax with 10 to 15 days of Paid Time Off (PTO) annually, tailored to give you the flexibility you need for life outside of work.
• Paid Holiday Breaks: Enjoy 6 fully paid company holidays throughout the year to celebrate, rest, and spend time with family.
• Comfortable Work Culture: Ditch the rigid corporate suits. Theirbusiness casual atmosphere lets you work comfortably and authentically every day.