Operations Manager (Remote)

US Job Finders is searching for a:
Operations Manager (Remote)

Location: Remote
Employment Type: Full-Time
Experience Required: 3+ years in operations management, practice management, or firm administration
Hours: Core overlap with U.S. business hours; extended availability during U.S. tax season (Jan–Apr, Sep–Oct)

About the Role:

US Job Finders is seeking an experienced Operations Manager to support a growing U.S.-based CPA firm. This is not an administrative coverage role — it is a systems-and-process leadership position. You will design and maintain the workflows that move client work from intake through delivery, manage our practice-management technology, oversee internal financial administration, and lead our coordinator team.

Your mandate is to make the firm run measurably better: faster turnaround, smoother busy seasons, cleaner processes, and a Managing Partner freed to focus on clients and growth. You will not perform or review professional tax/accounting work — that remains with licensed staff. You own the process around the work.

The ideal candidate has experience supporting professional services organizations, thrives in process-driven environments, and can independently manage operational priorities while supporting firm growth.

Key Responsibilities

Workflow & Process Management

• Design, document, and continuously improve standard operating procedures (SOPs) across intake, engagement, production, review, and delivery

• Own the firm’s job/return tracking system — ensure every engagement has clear status, ownership, and a deadline

• Identify and eliminate bottlenecks (e.g., work sitting in review, stalled client requests, missing documents)

• Coordinate capacity and scheduling, especially throughput planning for tax season and extension deadlines

Practice-Management Technology

• Administer the firm’s practice-management system on Monday.com — board structure, item templates, automations, dashboards, user provisioning, and integrations

• Maintain the firm’s tech stack and integrations; manage licenses, access, and onboarding/offboarding across all systems

• Build and maintain dashboards and reporting on workflow status and team productivity

Team Leadership

• Directly manage the Intake Coordinator and Client Experience Coordinator — priorities, performance, and daily coordination

• Run team check-ins and ensure coverage across the client lifecycle

• Lead recruiting logistics, onboarding, and offboarding for support staff

Internal Financial Administration

• Oversee firm AR/AP: client invoicing coordination, payment tracking, and collections follow-up

• Manage firm expenses, subscriptions, and vendor relationships

• Coordinate payroll inputs and benefits administration logistics

• Track staff CPE/license renewals, E&O insurance, and other recurring compliance items

Client-Experience Operations

• Own the administrative side of the client journey — engagement letters, intake flow, document collection, e-signature, and delivery confirmation

• Maintain a deadline calendar and proactive client-communication cadence (administrative, not advisory)

• Ensure a clear escalation path so client relationship or risk issues reach the Managing Partner promptly

Reporting & Metrics

• Track and report firm KPIs (turnaround time, capacity utilization, AR aging, client response time)

• Provide the Managing Partner with regular operational reporting and flag risks early

Required Experience & Qualifications

• 3+ years in operations management, practice management, or firm administration — professional-services environment strongly preferred (CPA, accounting, bookkeeping, legal, or financial services)

• Hands-on experience administering Monday.com (boards, automations, dashboards, integrations) — or a comparable work-management platform with proven ability to ramp on Monday.com quickly

• Strong understanding of the U.S. tax/accounting service cycle and busy-season rhythm

• Proven track record building SOPs and improving operational throughput

• Experience managing remote team members

• Excellent written and spoken English; clear, professional client-facing communication

• High proficiency with cloud collaboration tools (Google Workspace / Microsoft 365, Slack / Teams, project management tools)

• Demonstrated discretion handling confidential financial and personal data

Preferred

• Direct experience supporting a U.S.-based CPA or accounting firm

• Familiarity with U.S. payroll, AR/AP, and bookkeeping basics (QuickBooks Online)

• Process-improvement or automation experience ( Monday.com automations, Zapier / Make, or similar workflow-automation tools)

Working Hours & Logistics

• Reliable high-speed internet, a quiet professional remote setup, and a backup power/connectivity plan

• Daily overlap with U.S. business hours (specify your time zone, e.g., 9am–2pm ET minimum)

• Extended hours and responsiveness during U.S. tax season

Data Security & Confidentiality

• Must work within the firm’s information-security protocols, including secure access controls, MFA, encrypted document handling, and adherence to the firm’s Written Information Security Plan (WISP)

• Signed confidentiality/NDA and security acknowledgment required before system access is granted

• Will handle sensitive client PII and financial data; a clean record and verifiable references are required

Key Performance Indicators (First 6–12 Months)

• Average engagement turnaround time reduced and held to target

• Documented SOPs in place for all core workflows

• AR aging reduced; collections cycle tightened

• Tax-season capacity plan executed with reduced partner involvement in scheduling

• Coordinator team operating with clear ownership and minimal partner escalation for routine matters

What We Offer

• Competitive compensation based on experience

• 100% remote work environment

• Opportunity to play a key leadership role within a growing CPA firm

• Direct collaboration with firm leadership and operational decision-making

• Long-term growth opportunity within a professional services organization

• Access to modern systems, tools, and process-improvement initiatives

What Success Looks Like

• Operational workflows are documented, optimized, and consistently followed

• Team members have clear accountability and ownership of responsibilities

• Firm KPIs and operational metrics are tracked accurately and reported proactively

• Client work moves efficiently through the firm with fewer bottlenecks and delays

• The Managing Partner spends less time on operational administration and more time on clients and growth initiatives

• Busy season capacity planning is executed smoothly with minimal disruption

If you're someone who thrives on building systems, improving processes, and creating operational excellence—we want to hear from you.