Firm Operations Lead

About bmp, CPA LLC bmp, CPA LLC is a growing boutique CPA firm serving individuals, families, and small\-business owners. Our work is built around proactive service, clear communication, strong systems, and long\-term client relationships. Our core values are transparency, trust, integrity, results, teamwork, and accountability. We are building a modern firm that uses technology thoughtfully, maintains high professional standards, and continually improves how work moves through the organization. Position Overview We are seeking a dependable, resourceful operations professional to become the Founder and CEO’s right\-hand partner and help move the firm forward. This is not a traditional administrative assistant position. The person in this role will coordinate firm operations, protect deadlines, improve client follow\-through, support business development, and help turn ideas into completed projects. Over time, the successful candidate will take ownership of increasingly important operational responsibilities. The right person will be comfortable working independently while keeping the Founder informed, anticipating needs, asking thoughtful questions, and following through without repeated reminders. Key ResponsibilitiesFirm Operations and Workflow * Track recurring firm responsibilities, projects, and deadlines. * Maintain task lists, calendars, workflow systems, and follow\-up schedules. * Monitor open items and ensure work continues moving toward completion. * Coordinate internal deadlines and communicate potential delays early. * Maintain accurate client records and permanent files. * Search firm systems and records to locate prior communications, documents, and decisions. * Help document, update, and improve standard operating procedures. * Identify workflow gaps and recommend practical solutions. * Support technology implementation and process improvements. Client Experience and Retention * Help create a consistent, professional experience throughout the client relationship. * Coordinate onboarding steps and ensure required information is received. * Track client follow\-ups and outstanding requests. * Plan and manage proactive client\-retention communications. * Assist with scheduling, reminders, events, and other client touchpoints. * Handle sensitive information with discretion and professionalism. * Communicate clearly while maintaining the firm’s standards, boundaries, and policies. Recruiting and Business Development * Support efforts to attract prospective clients who fit the firm’s service model. * Coordinate referral follow\-up and professional networking activities. * Research prospective clients, referral partners, events, and community opportunities. * Help manage the firm’s recruiting and candidate\-selection processes. * Track applicants, interviews, assessments, references, and follow\-up deadlines. * Assist with onboarding new team members and independent contractors. Marketing and Community Engagement * Coordinate the firm’s content calendar and ensure projects stay on schedule. * Organize newsletters, educational materials, videos, and social media content. * Assist with client and community event planning. * Coordinate vendors, venues, invitations, registrations, supplies, and follow\-up. * Maintain consistency in the firm’s voice, branding, and professional standards. * Help turn the Founder’s ideas into organized, completed initiatives. Executive Support * Prepare the Founder for meetings, deadlines, and upcoming commitments. * Organize information so decisions can be made efficiently. * Capture action items and ensure follow\-through after meetings. * Protect time on the calendar for client work, planning, and firm development. * Raise concerns early and provide possible solutions. * Take ownership of assigned responsibilities while maintaining appropriate communication. What Success Looks Like The successful candidate will: * Keep projects and deadlines organized without requiring constant supervision. * Close communication loops and confirm that responsibilities have been completed. * Anticipate upcoming needs and address issues before they become urgent. * Provide concise, accurate updates about priorities, progress, and obstacles. * Balance initiative with respect for established roles and decision\-making authority. * Produce polished, accurate work that reflects the firm’s standards. * Build trust through consistency, sound judgment, confidentiality, and follow\-through. * Help reduce the Founder’s administrative workload so she can focus on tax strategy, client relationships, and firm leadership. Required Qualifications * Experience in operations, project coordination, office management, client service, executive support, or a comparable role. * Strong written and verbal communication skills. * Demonstrated ability to manage multiple priorities and deadlines. * Strong attention to detail and commitment to accuracy. * Ability to work independently and make sound decisions within established authority. * Willingness to ask questions when expectations or priorities are unclear. * Comfort learning and working in multiple technology platforms. * Ability to handle confidential client and business information appropriately. * Reliable follow\-through and a track record of completing commitments. * Ability to attend periodic in\-person meetings in Iowa. Preferred Qualifications * Experience in a CPA firm, professional\-services firm, or regulated environment. * Experience supporting a business owner, executive, or leadership team. * Experience coordinating client onboarding, recruiting, marketing, or events. * Familiarity with Microsoft 365, Outlook, SharePoint, OneNote, QuickBooks Online, or similar systems. * Experience documenting workflows and creating standard operating procedures. * Familiarity with tax\-season deadlines or other deadline\-driven professional work. Tax preparation experience is not required. Operational judgment, organization, communication, and accountability are more important than technical tax knowledge. The Right Fit This role may be a strong fit if you: * Naturally notice what needs to happen next. * Enjoy building structure and creating order. * Are comfortable being accountable for results. * Communicate directly, professionally, and respectfully. * Can accept feedback and apply it quickly. * Understand that urgency does not eliminate the need for accuracy. * Respect professional boundaries and established decision\-making authority. * Prefer completing work over simply discussing it. * Want to grow into a meaningful leadership role within a small firm. This role will not be a good fit for someone who consistently misses deadlines, avoids ownership, requires repeated follow\-up, disregards established processes, or struggles to communicate problems promptly. Work Environment This is a remote position with periodic in\-person meetings in Iowa. The firm’s workload and priorities change throughout the year, with a faster pace and more deadline\-driven responsibilities during tax season. Because this position works closely with the Founder and handles confidential client information, responsiveness, discretion, reliability, and professional judgment are essential. Hiring Process Selected candidates will participate in a structured, multi\-step selection process that may include: * Initial application and qualifications review. * Introductory conversation. * Structured interviews with the firm. * Leadership and work\-style assessment. * Reference checks. * A paid working assessment for finalists. The paid assessment is designed to evaluate communication, organization, judgment, accuracy, technology skills, and follow\-through using tasks representative of the position. Equal Opportunity bmp, CPA LLC provides equal employment opportunities to qualified applicants and employees without regard to any status protected by applicable federal, state, or local law. Pay: $24\.00 \- $32\.00 per hour Expected hours: 20\.0 – 40\.0 per week Benefits: * Employee discount * Flexible schedule * Professional development assistance Work Location: Remote