Make a Difference for Our Team and Clients!
We’re looking for a firm operations manager to help our team continue to grow and thrive. Read on to see if this might be the right position for you!
Firm Operations Manager Position Purpose
The Firm Operations Manager is responsible for the organization and coordination of the firm’s multi-office operations, procedures, and resources to facilitate organizational effectiveness and efficiency. This dynamic role will evolve with the firm’s growth, changes in the profession, and services offered to clients. The team member assigned to this role will exhibit the firm’s core values while carrying out the duties of the role.
Position Reports To:
Managing Partner
Duties and Responsibilities
Leadership
- Direct management of Admin Manager and Tax personnel
- Conduct routine meetings with direct reports and inform the Managing Partner of relevant information, as needed
- Conduct periodic individual coaching and/or review meetings with team members
- Develop policies to ensure the security, integrity, and confidentiality of physical and electronic data and equipment in collaboration with IT Manager
- Serve on vision planning and strategic planning team(s) as assigned
- Lead CP Connections Committee, which includes wellness and internal employee event planning
- Participate in Medium Size Firm – Firm Administrator Group’s monthly call and related activities and provide meeting recaps and reports to the Managing Partner after each meeting
- Establish and maintain constant communication with multiple offices
- Oversee internal client transition process
- Minimum of quarterly visits to each of the other offices to manage the administrative team and develop relationships with all team members
- Oversee and prepare for multiple deadlines and seasonal staffing needs
- Attend partner meetings as requested
- Liaise with the Tax, Audit, and CFO/Controller teams regarding efficiency and process improvements, support services assistance, and a uniform approach/culture across all service lines in the firm
- Communicate progress to the Tax VP regarding engagements, challenges, and resolutions
Processes and Procedures
- Understand and document all processes and procedures, focusing on administrative and software process improvements
- Develop a detailed understanding of the firm’s policies and procedures handbook
- Monitor procedures for administrative recordkeeping and prepare meeting recaps
- Document and maintain the firm’s standard operating procedures manual
- Document and maintain the firm’s disaster recovery plan and manual
- Establish policies that improve and promote firm vision and culture
- Liaise with the Quality Control Officer to ensure compliance with quality standards
- Guide and facilitate software research and implementation
- Project manage all firm initiatives at the direction of the Managing Partner
Financial
- Review and negotiate agreements and contracts, and sign contracts that don’t require an owner’s signature, adhering to company policy
- Work with the Controller in preparation of accounting and MAP-group surveys
- Liaise with Tax, Audit, and CFO/Controller teams related to software renewals and licensing needs
- Oversee budget management of reporting departments
Risk Management
- Negotiate firm insurance policies
- Work with Managing Partner to correctly report any potential insurance claims
Personnel
- Recommend salary adjustments for Support Services and Tax team members
- Assist HRM with other human resource needs as directed by the Managing Partner
- Collaborate with HR to review staffing needs, interview, and train team members
- Plan, assign, direct workflow/workload
- Address concerns and resolve issues
- Reward and help staff improve their performance
- Provide periodic staff reviews
- Develop CPE track for the Tax team within firm guidelines and monitor throughout the year
- Hold regular meetings with leaders
Skills and Qualifications
- Strong leadership, communication, project management, and team-building skills
- Detail-oriented and self-motivated
- Ability to prioritize, organize, solve problems, and meet deadlines proactively
- Ability to multi-task and work independently and as a part of a team
- Openly embrace new technology and innovation
- Sensitive to the confidentiality of firm and client information
- Ability to obtain an understanding of the profession and workings of different departments and service lines
- Ability to build strong relationships with shareholders and all team members
Education and Experience Requirements
- College degree or equivalent experience
- Three to five years of professional services management
Working Conditions
- Onsite at the Rapid City, South Dakota, office location
- Occasional travel to other office locations
- Occasional overtime required with increased work hours from January 1 to April 15
