Operations Lead: Accounting & Workflow Excellence

JoB Training & Coaching; Montgomeryville (Montgomery County); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

10-15 days of PTO

3% Simple IRA employer match

$300 monthly contribution toward medic

Job summary

JoB Training & Coaching is seeking a highly organized Firm Administrator / Firm Operations Manager to oversee administrative operations, client workflow, production tracking, and technology usage. This hands-on leadership role focuses on improving accountability and efficiency across tax, bookkeeping, and consulting engagements.

You will manage staff, coordinate workflows, implement AI-enabled processes, and partner with leadership to optimize processes, systems, and client delivery while

Qualifications

• Bachelor's degree in Business, Accounting, Finance, Operations, or a related field.
• Experience in firm administration, operations, workflow management, accounting, tax, or professional services.
• Experience working in a CPA firm or tax preparation environment is strongly preferred.
• Experience managing staff and coordinating workloads.
• Experience with client onboarding, engagement management, billing, accounts receivable, or budget tracking.
• Experience with practice management or workflow software.
• Strong organizational, analytical, communication, and problem-solving skills.
• Familiarity with automation, AI tools, or technology-enabled process improvement is highly desirable.
• Ability to manage multiple deadlines and priorities in a fast-paced professional environment.

Responsibilities

• Oversee workflow across individual and business tax preparation, bookkeeping, accounting, tax resolution, and notice response services.
• Track client engagements, deadlines, assigned staff, budgets, open items, review status, billing, and completion.
• Assign and monitor internal deadlines, milestones, and staff responsibilities.
• Identify workflow bottlenecks, capacity issues, and potential deadline risks.
• Coordinate workflow meetings and prepare weekly and seasonal production reports for leadership.
• Develop and improve workflow checklists, templates, routing procedures, dashboards, and deadline tracking systems.
• Evaluate internal processes and implement practical improvements to reduce delays, rework, and missed steps.
• Establish and monitor controls covering client intake, document collection, workflow routing, billing, e-file authorization, and project closeout.
• Monitor turnaround time, budget-to-actual performance, staff capacity, missing information, work-in-process, billing, and collections.
• Oversee new client onboarding, engagement letters, client information, portal access, documentation, and service setup.
• Coordinate tax-season preparation, client document requests, deadline reminders, and follow-up procedures.
• Supervise and coordinate administrative staff, including workload assignments, schedules, onboarding, and training.
• Serve as a liaison between professional staff, administrative teams, leadership, IT providers, and software vendors.
• Support practice management, tax software, document management, e-signature, client portal, and communication systems.
• Coordinate implementation and improvement of technology, automation, dashboards, recurring workflows, and AI-enabled processes.
• Help identify opportunities to use AI and automation for document intake, follow-up, communication summaries, deadline monitoring, and management reporting.
• Ensure AI-enabled workflows maintain appropriate human review, accuracy, data privacy, and firm procedures.
• Coordinate billing and monitor completed-but-unbilled work, unpaid invoices, past-due balances, and engagement budget performance.

Skills

Organizational skills

Analytical skills

Communication skills

Problem-solving

Education

Bachelor's degree in Business, Accounting, Finance, Operations, or a related field

Tools

Workflow software

AI tools

Job description

JoB Training & Coaching is seeking a highly organized Firm Administrator / Firm Operations Manager to oversee administrative operations, client workflow, production tracking, and technology usage. This hands-on leadership role focuses on improving accountability and efficiency across tax, bookkeeping, and consulting engagements.

You will manage staff, coordinate workflows, implement AI-enabled processes, and partner with leadership to optimize processes, systems, and client delivery while