Workflow and Administrative Supervisor

Compass Business Solutions Inc; Pittsburgh (Allegheny County); On-site; USD 70,000 - 95,000; Full time

Job summary

H2R CPA, a Western Pennsylvania accounting firm, seeks a Workflow and Administrative Supervisor to lead the back-office administrative team, ensure tasks are prioritized and completed on time, and optimize workflows in alignment with tax and A&A deadlines.

The role serves as a liaison between Leadership and staff, overseeing workflow systems such as CCH Axcess, Engagement, Microsoft 365, and SharePoint, while driving automation and best practices across the team.

Qualifications

• Bachelor's or associate degree in business/related field; relevant experience may substitute.
• 5+ years in operations, project management, administration, or workflow management.
• Experience leading administrative/operational processes.
• Experience automating manual processes.
• Experience with project management or operational excellence programs.
• Strong customer service experience.

Responsibilities

• Supervise and direct day-to-day administrative team activities across Tax and A&A service lines.
• Assign and coordinate tasks based on deadlines, capacity, and volume across departments.
• Monitor turnaround times and backlogs; redistribute work to resolve bottlenecks and escalate workflow exceptions.
• Coordinate with partners, managers, and staff to manage dependencies and keep engagements moving.
• Maintain workflow status, routing, assignments, and due dates across practice management and workflow systems.
• Identify manual steps and opportunities to improve workflow; analyze root causes and recommend improvements.
• Provide hands-on backup during staff absences and peaks; maintain core administrative knowledge.
• Drive software utilization, automation, and best practices; coordinate trainings.
• Troubleshoot software/workflow issues and liaise between users, IT, and vendors.
• Prepare and distribute reports on due dates, production metrics, backlogs, and capacity.
• Provide onboarding and coaching to ensure SLA adherence; review cross-department procedures and documentation.
• Oversee intake, document processing, and e-file tracking across service lines.
• Coordinate year-end/seasonal rollouts and department calendars.

Skills

Workflow management

Administrative leadership

Operations coordination

Process improvement

Project management

Customer service

Education

Associate's/bachelor's degree in business/related field

Tools

CCH Axcess Workflow

Engagement

Microsoft 365

SharePoint

Job description

Workflow and Administrative Supervisor- H2R CPA

Firm Overview

Headquartered in western Pennsylvania for more than 65 years, H2R CPA is a locally owned and managed accounting firm dedicated to providing outstanding value, exceptional client service experiences, and building long term trusted relationships with our clients. We take great pride in possessing the expertise, resources, and depth of knowledge of a large accounting firm while offering the personalized attention and character of a smaller accounting practice. At H2R, you are not just a number or a name; your opinion matters, and your voice is heard. H2R has the strategic vision to remain a regionally independent firm and is committed to implementing the resources, technology and succession planning to achieve this goal long-term.

To learn more about our firm, please visit our website: https://www.h2rcpa.com/vision/

We are looking to add an administrative leader to our team in the mission critical role of Workflow & Administrative Supervisor. This role is built to operationalize the day-to-day activities of the back office administrative team and ensures administrative work is prioritized, routed, completed, and documented in alignment with tax and A&A department deadlines, workflow standards, and client service expectations. This role serves as the primary liaison between Leadership and administrative team by coordinating workload, maintaining workflow integrity, monitoring administrative capacity, updating and maintaining process documentation, and promoting effective use of H2R workflow-related technology. The position supervises administrative staff, serves as the first point of escalation for routine workflow issues, and identifies opportunities to improve efficiency and consistency and optimizes our technology automation process products and tech stack.

Essential Duties

• Supervise, coach, and direct day-to-day activities for the administrative team, ensuring balanced workloads and accountability across both Tax and A&A service lines.
• Assign, prioritize, and coordinate administrative tasks based on firm deadlines, seasonal demands, capacity, and volume across departments.
• Monitor turnaround times, backlogs, and completion quality; proactively redistribute work to resolve bottlenecks and serve as the primary escalation point for workflow exceptions.
• Coordinate closely with partners, managers, and staff across both Tax and A&A to manage dependencies, resolve missing items, and keep engagements moving smoothly.
• Maintain accurate workflow status, routing, assignments, and due dates across practice management and workflow systems (e.g., CCH Axcess Workflow, Engagement, Microsoft 365, SharePoint).
• Identify manual steps, duplicated efforts, and inconsistent practices; perform initial root-cause analysis and recommend practical workflow improvements to leadership.
• Maintain a working knowledge of core Tax and A&A administrative processes to provide hands-on backup during staff absences, seasonal peaks, and overflow periods.
• Drive consistent software utilization, automation, and best practices across the team, identifying capability gaps and coordinating training for system enhancements.
• Troubleshoot routine software and workflow issues, serving as the bridge between end-users, internal IT resources, and software vendors.
• Prepare and distribute regular reporting on due dates, production metrics, backlogs, capacity, and departmental scorecards for leadership.
• Provide onboarding, ongoing training, and workflow discipline coaching to ensure administrative staff meet service-level expectations.
• Create, maintain, and periodically review cross-departmental administrative procedures, process maps, standard operating procedures, checklists, templates, and documentation.
• Oversee digital and physical intake, document processing, assembly, secure delivery channels (e.g., SafeSend), and signature/e-file tracking for all service lines.
• Coordinate year-end and seasonal administrative rollouts, including bulk mailings, recurring workflow setups, engagement letters, and department calendars.
• Other duties as assigned.

Education And Experience Requirements

• Associate's or bachelor's degree in business, operations, information systems, accounting, or a related field required; relevant experience may be substituted for the education requirement.
• 5+ years of relevant experience in operations, project management, administration, or workflow management required; experience in a professional services environment and/or tax/audit environment supporting administrative functions highly preferred.
• Demonstrated successful past experience serving in a lead, supervisor, or manager role over administrative and operational processes required.
• Experience and interest in automating manual processes required.
• Experience in a project management or operational excellence program or role highly preferred.
• Strong customer service experience required.