Senior Project Manager for Accounting Firm

We are looking for a highly experienced Project Manager to help organize, manage, and drive the day-to-day workflow of a growing accounting firm.

This is not a basic administrative or task-tracking position. I need someone who can step into a fast-moving environment, assess what is currently in progress, identify what needs to happen next, build structure where it is missing, and help me effectively lead and delegate work across the team.

We currently do not have a fully implemented project management system for the firm. The right person should have experience building or implementing project management workflows and be able to help us establish a system that gives us clear visibility into every client, project, deadline, outstanding document, and team responsibility.

**What You Will Be Responsible For**

**Firm & Project Management**

• Maintain a clear picture of every active client and project
• Determine the current status of projects and identify the next action required
• Track deadlines, deliverables, dependencies, outstanding items, and blockers
• Identify projects that are stalled and proactively determine what is needed to move them forward
• Help prioritize work across the firm based on deadlines and client needs
• Maintain visibility into team capacity and outstanding assignments
• Lead workflow organization so work does not fall through the cracks

**Recurring Monthly Bookkeeping**

• Track every recurring bookkeeping client through the monthly close process
• Know where each client stands in the bookkeeping cycle
• Track bank statements, credit card statements, payroll reports, loan statements, POS reports, inventory information, and other required documentation
• Maintain a clear record of what documentation has been received and what is still outstanding
• Coordinate client document requests and follow up on missing information
• Track bookkeeping review, corrections, completion, and delivery

**Cleanup & Catch-Up Projects**

• Track historical bookkeeping cleanup and catch-up engagements
• Understand the scope and status of each project
• Coordinate documents and information needed from clients
• Assign work to the appropriate team members
• Track progress and identify issues preventing completion
• Keep projects moving toward established deadlines

**Tax Client Tracking**

• Maintain a centralized tax client tracker
• Track where each tax client is in the process
• Track documents received versus outstanding
• Track preparation, review, client questions, signatures, payment, and filing status
• Monitor tax deadlines and extensions
• Follow up with clients and team members when something is outstanding

**Client Communication**

• Monitor and help manage client communications
• Respond to routine client emails when appropriate
• Identify communications requiring my attention or technical input
• Follow up with clients for missing documents, unanswered questions, approvals, and other outstanding items
• Make sure client requests are converted into actionable tasks and assigned to the appropriate person

**Team Leadership & Delegation**

A major part of this position is helping me manage and lead the team.

You should be comfortable taking the firm's priorities and turning them into clear assignments.

This includes:

• Delegating work to bookkeepers, accountants, tax preparers, and other team members
• Clearly communicating expectations, priorities, and deadlines
• Following up on assignments without waiting for me to ask
• Identifying when a team member is blocked or needs additional information
• Holding team members accountable for completing assigned work
• Escalating technical or client issues that require my involvement
• Helping run regular team/project status meetings
• Providing me with a concise picture of what is completed, what is outstanding, what is late, and what needs my attention

**Project Management System Implementation**

We currently do not have a fully established project management system for the accounting practice.

I need someone who can help determine the best way to structure our workflow and either:

• Implement and configure a project management system for the firm, or
• Bring a proven accounting-firm project management structure/process that can be adapted to our operation

The system needs to track recurring monthly work, cleanup projects, tax engagements, client document requests, deadlines, team assignments, client communications, and follow-ups.

**Who I Am Looking For**

I am specifically looking for an experienced Project Manager who is proactive, organized, and comfortable creating structure.

You should not need me to tell you every task that needs to be created.

I need someone who can look at the overall operation and say:

"This project is waiting on these three documents."

"This client has not provided their bank statement."

"This return is ready for review."

"This bookkeeping client is behind."

"This team member is waiting on an answer."

"These are the five things you need to address today."

The goal is for you to help me maintain control and visibility over the firm while allowing me to spend more of my time on client relationships, technical accounting/tax work, business development, and firm leadership.

**Preferred Experience**

• Significant professional project management experience
• Experience working with an accounting, bookkeeping, tax, CPA, or other professional services firm strongly preferred
• Experience managing remote teams
• Strong understanding of recurring workflows and deadline-driven work
• Experience implementing project management systems
• Excellent written English and professional client communication skills
• Extremely strong organizational and follow-up skills
• Comfortable working independently and making decisions
• Ability to manage multiple clients and projects simultaneously
• Experience with QuickBooks Online or accounting workflows is highly beneficial
• Experience with Microsoft Outlook, Teams, SharePoint, and Microsoft 365 is required