Firm Operations Manager at Calqulate in Ambler, Pennsylvania, United States

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
• 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).

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.

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.

Skills

Required

• Workflow management
• Deadline management
• Process improvement
• Team supervision
• CPA practice management software
• Document management systems
• Client portals
• Office automation/AI tools
• Billing and WIP tracking
• Budget monitoring
• Accounts receivable processes