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Firm Administrative Manager
2 days ago
Benefits: IRA with employer match Dental insurance Health insurance Opportunity for advancement Paid time off Vision insurance About BW&O CPAs Beebout, Williams & Olds CPAs is a growing, tech forward, and mission driven public accounting firm serving individuals and a range of businesses including privately held companies, affordable housing and not-for-profit organizations. We value innovation, team collaboration, and meaningful work.
The Role
Lead the operating functions of the firm. You will oversee the people, processes, vendors, and tools that keep the firm moving—client intake and onboarding, maintaining standard operating procedures (SOPs) for all areas of the firm, HR administration, invoice communication and AR collections management, preparing firm metrics for Principals, managing vendor relationships and subscriptions, liaison with our IT service provider, and office space management so Principals, Directors, and client service teams can focus on superior client service and timely delivery. What You’ll Lead Firm Operations Maintain, develop, and/or help improve SOPs for internal functions and external client services within our practice management platform. Standardize naming conventions for all internal documents and work items New Client Intake and Onboarding Hire, train, schedule, and supervise Operations Coordinator(s) and admin staff. Tax Return Operations Oversee operations staff on tax processing work-ensure accurate and timely completion Manage tax processing work assignments to delegate evenly between operations team Ensure firm SOPs are maintained during tax return processing and following timely completion Human Resources Administration Assist with the hiring of new employees by posting jobs, scheduling interviews, preparing Managers and Principals for interviews. Track PTO, time-off requests, remote work agreements, and team schedules. Assist with Performance Review cycles-preparing review forms, managing deadlines, and coordination of performance review meetings. Onboarding new employees Offboarding exiting employees Billing and Firm Reporting Prepare billing review for Principals with Tax and Audit Managers following a standard billing cycle. Manage the AR collections process with operations and administrative staff Prepare dashboard reports for Managers, Directors, and Principals and schedule reoccurring meetings to review. Vendor and subscription management of all firm software, renewals, and licenses. Technology & IT Liaison Internal point person between IT managed service provider (IT/MSP) Coordinate new device set up for employees with IT/MSP Coordinate IT trainings with IT/MSP annually Client Service & Experience Ensure new clients follow the onboarding process and manage set up until work has been assigned. Oversee administrative team on inbound client inquiries and ensure completion and assist with escalation to Principals Work with Chief of Operations on client facing communication templates Compliance & Policies Maintain and roll-out firm policies Assist with the annual updates of the employee handbook Maintain CPE tracking and renewals for EA’s and CPA’s Support Audit Director with Peer Review tasks Facilities Manage services with janitorial, utilities, and access controls Manage office supplies and equipment Vendors and Contracts management Internal event logistics including holiday parties, client events, luncheons, and firm retreats. Qualifications 7–10+ years in professional services operations (CPA or law firm strongly preferred), including 3+ years supervising admin staff. Fluency with Microsoft365 apps (Outlook, Word, Excel, Teams) Built and enforced SOPs Excellent written communication and discretion with confidential information. Detailed, organized, and decisive—able to lead a high-volume, detailed heavy operation. Work Schedule & Hours Full-time onsite at El Dorado Hills office. Standard business hours with availability for additional hours during tax deadlines and peak cycles; minimal travel. Compensation & Benefits Competitive base salary ($70,000–$110,000 DOE) with discretionary bonus; Healthcare and Dental, IRA with employer match, PTO, and firm holidays.
How to Apply
Email your resume and cover letter to careers@bwocpa.com . BW&O CPAs is an equal opportunity employer. We value diversity and are committed to an inclusive workplace.
