Head of Operations

We are looking for a highly organized and people-oriented Head of Operations to serve as the operational and administrative hub of our firm. This role is equal parts people management, client coordination, and business administration — making it ideal for someone who thrives in a fast-paced environment, communicates with ease, and takes pride in keeping things running smoothly behind the scenes. The right candidate brings a solid foundation in public accounting and a proactive, service-minded approach to everything they do.

Key Responsibilities

HR & Team Management

• Lead firm-wide performance review cycles, including goal-setting, evaluations, and feedback processes.
• Monitor project progress and team workload to ensure timely, high-quality delivery.
• Support recruiting, onboarding, and retention efforts in collaboration with firm leadership.
• Contribute to individualized Career Compass planning to support each team member's professional growth.

Billing & Invoicing

• Oversee the firm's billing cycle — preparing, sending, and tracking client invoices.
• Follow up on outstanding balances and maintain accurate billing records.
• Coordinate with the accounting team to ensure invoicing aligns with client engagements and service agreements.

Client Communication

• Serve as a key point of contact for clients, handling inquiries with professionalism and warmth.
• Manage ongoing client correspondence to ensure timely responses and a consistently positive client experience.
• Support client onboarding and help maintain strong, long-term client relationships.

Client Document & Request Support

• Coordinate and fulfill client requests for documents, records, and firm communications.
• Assist the team in gathering, organizing, and delivering documents needed for tax filings and client engagements.
• Help ensure all document workflows are efficient, accurate, and meet deadlines.

General Operations & Administration

• Oversee day-to-day administrative functions and firm-wide processes.
• Identify opportunities to improve internal workflows and implement operational efficiencies.
• Provide occasional on-site support at our Dadeland, Miami office — including picking up mail and dropping off required filings at the post office.

Qualifications

Required

• Minimum 10 years of experience working in a Public Accounting or Tax firm — this is a firm requirement.
• Demonstrated experience in an operations, office management, or leadership role.
• Solid understanding of accounting firm workflows, billing processes, and tax season cycles.
• Strong client communication skills — professional, responsive, and relationship-oriented.
• Highly organized with the ability to juggle multiple priorities and deadlines.
• Must be based in or near the Miami, FL — Dadeland area to accommodate occasional in-office needs.

Preferred

• Experience with accounting practice management software (e.g., QuickBooks, Thomson Reuters, Karbon, or similar).
• Familiarity with HR platforms and performance management tools.
• Bilingual (English/Spanish) is a plus given the Miami market.