Accounting & Operations Manager (US CPA & Tax Practice)

Employment Type: Full-Time, Independent Contractor

Work Model: Remote

Work Hours: US Business Hours alignment

Role Overview

We are seeking a high-agency, tech-savvy Accounting & Operations Manager to take complete operational ownership of daily accounting workflows, team supervision, and client delivery for a growing US accounting and advisory practice.

This is an operational leadership seat designed to offload day-to-day practice management from firm leadership. You will lead complex accounting cleanup projects, supervise remote bookkeepers and fractional CFO support staff, manage client communications, oversee portal document architecture inside Hubflo, and ensure accounting ledgers are audit-ready for US tax preparation (Forms 1040, 1065, 1120, and 1120-S). Combining technical US accounting depth with people management, you will enforce QA review standards, resolve operational bottlenecks, and keep firm deliverables moving on schedule without executive handholding.

Key Responsibilities

1. Accounting Cleanup & Technical Bookkeeping Quality Control

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  Cleanup Management: Lead multi-period accounting cleanup projects from intake through final sign-off—correcting historical coding errors, unallocated transactions, and balance sheet discrepancies.

  
  


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  Technical Work Review: Review monthly journal entries, bank/credit card reconciliations, payroll entries, and financial statements prepared by junior staff for technical accuracy prior to partner review.

  
  


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  Monthly Close Discipline: Monitor recurring monthly close timelines across all client accounts, ensuring client information requests are resolved and financial packages are delivered on schedule.

  
  

2. Team Leadership, Supervision & Accountability

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  Direct Team Management: Oversee full-time bookkeepers and coordinate fractional CFO support functions—assigning task queues, setting daily priorities, and monitoring deadline progress.

  
  


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  Technical Mentorship: Provide ongoing guidance, training, and accountability to staff, empowering them to resolve routine bookkeeping and software issues independently.

  
  


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  Workflow Optimization: Establish and enforce standard operating procedures (SOPs), QA review checklists, and internal error-checking mechanisms to improve team output quality.

  
  

3. Client Communication & Portal Management (Hubflo)

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  Email Communication Triage: Monitor incoming client email channels to ensure prompt, professional responses, partnering with executive assistants to prevent unaddressed inquiries.

  
  


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  Document Architecture (Hubflo): Manage client portal structure inside Hubflo—ensuring tax documents, financial statements, payroll reports, and support schedules are organized and accessible.

  
  


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  Document Tracking: Identify missing records, unexecuted engagement docs, or misplaced files, enforcing uniform document management protocols across the practice.

  
  

4. US Tax Preparation Alignment & Practice Operations

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  Tax Readiness Auditing: Review client general ledgers before tax preparation begins—ensuring clean year-end balances for US individual and entity tax filings (Forms 1040, 1065, 1120, 1120-S).

  
  


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  Tax Workflow Coordination: Partner with tax preparers and software tools (MyTaxPrepOffice) to track filing deadlines, clear information requests, and resolve ledger discrepancies.

  
  


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  Operational Reporting: Provide routine operational updates on team capacity, project status, and client delivery metrics to firm leadership.

  
  

Required Skills & Qualifications

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  US Firm Track Record: Minimum 5+ years of hands-on accounting and bookkeeping experience within a US accounting firm, CPA practice, or public tax firm, including 2+ years supervising accounting staff.

  
  


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  Technical US Accounting & Tax Depth: Strong knowledge of US GAAP, bookkeeping standards, payroll processing, and foundational US tax returns (Forms 1040, 1065, 1120, and 1120-S).

  
  


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  Cleanup Expertise: Proven experience leading complex, multi-year accounting cleanups and managing multi-client account portfolios.

  
  


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  Software Mastery: Advanced proficiency in QuickBooks Online (QBO), payroll engines (ADP, QBO Payroll), and practice management/portal platforms (Hubflo or equivalent tools like TaxDome, Karbon, or Canopy).

  
  


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  Leadership & High Agency: Exceptional team management capabilities, with the assertiveness and problem-solving drive to resolve issues autonomously.

  
  


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  Communication Polish: Outstanding written and spoken English skills for direct client correspondence and team leadership.

  
  

Preferred Qualifications

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  Active CPA (Certified Public Accountant), EA (Enrolled Agent), or equivalent professional accounting credential.

  
  


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  Direct experience supporting fractional CFO workflows, management reporting packages, or tax preparation software (MyTaxPrepOffice, Drake, UltraTax).

  
  

Success Metrics (KPIs)

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  On-Time Monthly Close Rate: Achieving 100% on-time monthly closes across all managed client accounts.

  
  


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  Cleanup Completion Velocity: Executing accounting cleanup projects within target timelines and budgets.

  
  


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  Quality Control & Error Prevention: Delivering clean, reviewed financial packages with minimal manager/partner revision requirements.

  
  


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  Client Response SLA: Maintaining fast, professional response cadences for all incoming client inquiries and document requests.