Who We Are:

Novotny CPA Group, located in Norton Shores and Grand Rapids, is a West Michigan CPA & advisory firm with expertise in the areas of consulting, corporate audits, reviews, compilations, employee benefit plan audits, along with individual, corporate, trust, estate, and gift tax return preparation. We're a small, growing firm with a long history of success that leverages the tools and resources available to us as an independent member of the BDO Alliance to serve our clients with the flexibility, efficiency, and effectiveness you'd expect from a much larger firm.

Our mission is to build trusting relationships and deliver exceptional service to businesses and individuals to help them confidently navigate a changing world. Our vision is to build a place where clients and team members grow and prosper. Our success is made possible through our dedicated team, who are guided by our lived values of:

• Promises Kept - We make commitments to our clients and each other with care, and honor those commitments, whether large or small. In meeting our commitments, we find creative ways to overcome obstacles, not only for ourselves but for others too.
• Quality - We thrive in an environment in which employees not only follow quality guidelines but also consistently see others taking quality-focused actions, hear others talking about quality, and feel quality all around them. We have the courage to do what is right.
• Teamwork - Every team member serves our clients collaboratively and recognizes that individual actions impact our coworkers, clients, and the firm. We solve problems and meet deadlines together.
• Lifelong Learning & Innovation - Personal and professional growth is essential to being a highly skilled, adaptable workforce. We demonstrate motivation and self-determination in our pursuit of personal and firm-wide learning objectives and share our knowledge with others. We constantly strive to be innovative and develop new ways of thinking. We improve systems to improve our workflow and enhance the employee and client experience. We encourage purposeful creativity in ourselves and each other.

This role is a unique opportunity to grow a team of administrative professionals while rolling up your sleeves to promote firm efficiency. So, if you are a talented, self-directed person who desires to work with a great team, with great leaders, serving great clients in a great culture, apply today.

What You'll Do:

Novotny CPA Group is currently looking for a full-time Firm Operations Manager to join our team at our Norton Shores, MI location! In this role, you will oversee daily operations with a focus on promoting operational efficiency, internal compliance, and act as a strategic thought partner in operating the firm. This position will oversee the administrative team in providing comprehensive administrative and client technical support to all staff members. This position will provide high-level support by preparing reports, handling information requests, preparing client correspondence, and managing firm client service processes, including but not limited to:

• Leading, hiring, onboarding, training, and developing a team of administrative professionals responsible for client onboarding, communication, document management, workflow maintenance and project tracking, scheduling, and internal coordination.
• Working closely with the Partner team to set goals and develop strategies and implement initiatives and tasks supporting the firm's vision.
• Developing and refining the firm administrative SOP handbook and operating procedures to improve team efficiency and client service quality. Collaborating with department leaders and team members to streamline processes and improve efficiency.
• Collaborating closely with audit, assurance, and tax teams to ensure timely support of operational needs.
• Fostering positive client relationships, proactive customer service, addressing inquiries, and providing prompt responses to concerns.
• Owning follow-up processes, task delegation, and status tracking using project management tools.
• Handling sensitive documents and client communications with confidentiality.
• Reporting firm performance metrics and key updates to the partner team.
• Monitoring project workflows, tracking progress, identifying bottlenecks, and proposing solutions to resolve workflow conflicts using appropriate systems and software.
• Assisting with the coordination and facilitation of document review, ensuring timely and accurate completion, and collaborating with relevant stakeholders to streamline workflows and enhance deliverable time to clients.
• Providing back-up support for reception and administrative professionals by greeting clients and visitors in a friendly, professional manner upon arrival at the office, and answering and transferring incoming calls to appropriate team members as needed.
• Overseeing or assisting with firm accounting tasks, client billing, invoicing, and collections under the guidance of the Partners or Accountants.
• Overseeing human resources administration, employee engagement and events, payroll, reporting, risk, and change management to ensure successful firm operations.
• Planning, administering, and controlling budgets for office equipment and supplies.
• Overseeing firm vendor management, managing office software, IT issues, and acting as the liaison with external technology support.
• Foster cohesive and consistent operations at both the Norton Shores and Grand Rapids offices.
• Ensuring compliance with document retention policies and data security protocols.
• Other duties as required to advance the mission and vision of the firm.

Our ideal candidate will have/be:

• Bachelor's degree in Business Management, Business Administration, or related field preferred.
• 5 (five) or more years of administrative experience in a professional services firm.
• 2 (two) or more years of management experience.
• Advanced understanding of office management practices, including knowledge of or ability to learn accounting procedures and information systems quickly.
• Ability to supervise, delegate, and support administrative staff.
• Excellent written and verbal communication skills.
• Ability to analyze data and make informed decisions.
• Customer service orientation with a courteous and professional demeanor.
• Resourcefulness in resolving office or workflow issues.
• Detail oriented with excellent organizational skills, and a keen ability to appropriately prioritize tasks.
• Ability work independently as well as part of a teams.
• Flexibility and adaptability in a fast-paced, deadline-driven environment.
• Collaborative attitude and willingness to support the broader Firm goals and core values
• Reliable and trustworthy with a strong sense of accountability.
• Advanced skills in Microsoft Office Suite or other similar software programs.

What You'll Get:

Competitive wages and benefits with room to grow including:

• Appreciation for work/life balance, 37 ½ hour work weeks outside of tax season.
• Employer paid health, dental & vision insurance for employees. Plus, employer contributions to family coverage.
• HSA contribution.
• Employer paid short-term and long-term disability.
• Company paid parental leave.
• Generous paid time off.
• 10.5 company-recognized holidays.
• Simple IRA with a 3% employer contribution.
• Continuous professional development.
• A professional, collaborative, and flexible work environment.

Equal Opportunity Employer.