Firm Operations Manager

Novotny CPA Group • Norton Shores, MI • 4d ago

::: {v-app=""} ::: {v-a69dcc65=""} Novotny CPA Group is currently looking for a full-time Firm Operations Manager to join our team at our Norton Shores, MI location! In this role, you will oversee daily operations with a focus on promoting operational efficiency, internal compliance, and act as a strategic thought partner in operating the firm. This position will oversee the administrative team in providing comprehensive administrative and client technical support to all staff members. This position will provide high-level support by preparing reports, handling information requests, preparing client correspondence, and managing firm client service processes, including but not limited to:

Leading, hiring, onboarding, training, and developing a team of administrative professionals responsible for client onboarding, communication, document management, workflow maintenance and project tracking, scheduling, and internal coordination.

Working closely with the Partner team to set goals and develop strategies and implement initiatives and tasks supporting the firm's vision.

Developing and refining the firm administrative SOP handbook and operating procedures to improve team efficiency and client service quality. Collaborating with department leaders and team members to streamline processes and improve efficiency.

Collaborating closely with audit, assurance, and tax teams to ensure timely support of operational needs.

Fostering positive client relationships, proactive customer service, addressing inquiries, and providing prompt responses to concerns.

Owning follow-up processes, task delegation, and status tracking using project management tools.

Handling sensitive documents and client communications with confidentiality.

Reporting firm performance metrics and key updates to the partner team.

Monitoring project workflows, tracking progress, identifying bottlenecks, and proposing solutions to resolve workflow conflicts using appropriate systems and software.

Assisting with the coordination and facilitation of document review, ensuring timely and accurate completion, and collaborating with relevant stakeholders to streamline workflows and enhance deliverable time to clients.

Providing back-up support for reception and administrative professionals by greeting clients and visitors in a friendly, professional manner upon arrival at the office, and answering and transferring incoming calls to appropriate team members as needed.

Overseeing or assisting with firm accounting tasks, client billing, invoicing, and collections under the guidance of the Partners or Accountants.

Overseeing human resources administration, employee engagement and events, payroll, reporting, risk, and change management to ensure successful firm operations.

Planning, administering, and controlling budgets for office equipment and supplies.

Overseeing firm vendor management, managing office software, IT issues, and acting as the liaison with external technology support.

Foster cohesive and consistent operations at both the Norton Shores and Grand Rapids offices.

Ensuring compliance with document retention policies and data security protocols.

Other duties as required to advance the mission and vision of the firm.

Our ideal candidate will have/be:

Bachelor's degree in Business Management, Business Administration, or related field preferred.

5 (five) or more years of administrative experience in a professional services firm.

2 (two) or more years of management experience.

Advanced understanding of office management practices, including knowledge of or ability to learn accounting procedures and infor ::: :::

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