On-Site Practice Operations Lead — AI & Workflow

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

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).