Remote Practice Operations Manager — US Accounting Firm

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• Remote Practice Operations Manager — US Accounting Firm

Hill Coleman LLC

Work from Home

Remote

PHP 61,600 - PHP 95,000 a month

-

Permanent, Full-time

Full job description

About Us

We are a US-based accounting and advisory firm. Our 14-person team serves ~560 active clients across individual tax, business tax, bookkeeping, advisory, and international compliance work. Our leadership team includes a CEO, CFO (CFP®), and two CPAs. We run a modern stack — QuickBooks Online, Microsoft 365, and a leading practice management / CRM platform — and we are actively adopting AI tools to make every team member more effective.

We are hiring a long-term, full-time team member — not a contractor. We treat our remote staff as core team and invest in their growth.

The role

We're hiring a Practice Operations Manager to run a huge portion of the firm's day-to-day operations. You will be the central nervous system of the firm: the person who keeps clients informed, keeps projects moving, keeps billing flowing, keeps calendars coordinated, and keeps the team's CRM clean. You will report to the CEO and CFO.

This is a broad, high-trust, high-visibility role. We are looking for a senior operator who can wear many hats with confidence, drive process improvement, and grow with us. The right person will eventually build out a small operations team underneath them.

What you will do

• CRM & client master data
• Own the firm's practice management / CRM platform end-to-end — the system of record for every client and project
• Fill in and maintain every client's profile: contact info, entity type, services subscribed, key dates, status
• Update client data continuously as new information comes in (engagements, address changes, new entities)
• Segment and organize clients into tiers and groups for targeted outreach, billing, and reporting
• Optimize CRM usage across the team — set workflows, train staff on the tool, drive adoption, document SOPs
• Onboard new clients into the CRM end-to-end
• Client communication & customer success
• Reach out to clients proactively to confirm scope, gather missing documents, and update information
• Receive inbound calls from clients in English; answer their questions or route to the right CPA or bookkeeper
• Schedule client calls and meetings with CPAs and senior accountants
• Run a customer success cadence — proactive check-ins on each client at a defined frequency
• Explain the firm's services clearly to clients (current and prospective)
• Send targeted promotional material to specific client segments (e.g., tax season reminders, new service launches)
• Billing, A/R & reconciliation
• Run the monthly billing cycle end-to-end through the CRM/practice management platform
• Generate and send invoices to clients on schedule
• Follow up with clients on outstanding receivables persistently and professionally until paid
• Reconcile billing data weekly between the CRM/practice management platform and QuickBooks Online — investigate and resolve mismatches
• Maintain the firm's own bookkeeping on the billing/AR side: keep our books current on revenue, invoices, and collections
• Project tracking & executive reporting
• Monitor open projects across the firm (~2,400+ open) day to day
• Flag stale, blocked, or at-risk projects to senior staff every morning
• Track weekly employee hours logged in the practice management platform
• Track weekly project completion — what closed, what's billable, what shipped
• Produce weekly executive reports to the CEO and CFO tying project completion → billable hours → revenue impact
• Produce biweekly summary reports to leadership for staffing and capacity decisions
• Calendar & CPA coordination
• Coordinate calendars for the executives and CPAs — protect their time and stack their meetings efficiently
• Schedule client consultations with CPAs (tax advisory, planning, year-end reviews)
• Schedule internal team trainings and meetings
• Send pre-meeting briefs to CPAs with the client's status, history, and open items
• Client growth & relationship development
• Develop new client relationships through outreach, referrals, and inbound leads
• Present the firm's services to existing clients and prospects in clear, accessible language
• Identify upsell opportunities within the existing client base (e.g., a bookkeeping client that needs tax advisory)
• Surface interested clients to leadership for formal engagement
• Light social media review — check the firm's pages and flag content issues to leadership
• Compliance & recurring work
• Manage the annual filing cycle for every applicable client (state filings, registered agent renewals) — make sure none slip
• Produce recurring client reports (monthly/quarterly summaries) for clients on premium tiers
• Track due dates and trigger work in the practice management platform
• AI & process improvement
• Help the team adopt AI tools (Chat

GPT, Claude, Copilot, automation)

• Identify service improvement opportunities and propose them to leadership
• Build and document SOPs as workflows evolve

You are a fit if

Must-have (all of these are crucial — non-negotiable)

• 5+ years working at a US-based accounting, tax, or professional services firm (in-house or remote for a US firm). We are not training someone who has not worked inside an accounting firm before.
• QuickBooks Online — hands-on proficiency. You will use QBO daily for invoicing, A/R, reconciliation, and reporting. We need someone who owns the tool, not "has exposure."
• Billing & collections experience. You have personally run a billing cycle, sent invoices, and chased outstanding receivables until paid. Not "supported" — owned the work.
• Customer service track record. You have been the person who talks to clients, handles complaints, and de-escalates difficult conversations. Be ready to share specific examples in the interview.
• Hands-on experience with at least one practice management / workflow / CRM tool: Karbon, Canopy, Financial Cents, Jetpack Workflow, TaxDome, Aero Workflow, HubSpot, Pipedrive, Asana, ClickUp, Monday, or similar
• Strong English (written and verbal, B2 or higher) — you will run client calls
• AI literacy — currently uses Chat

GPT, Claude, Copilot, or similar at least weekly

• Comfort with client growth conversations — explaining services, identifying upsell opportunities, supporting business development. (This is not a hard-sales role — it's customer success with a growth lens.)
• Reliable home office: 50+ Mbps internet, backup power, professional video setup
• Ability to overlap at least 4 hours daily with US Eastern Time (e.g., 8 PM – 12 AM Manila = 8 AM – 12 PM EST)

Nice-to-have

• Light bookkeeping experience (you'll keep our own books current on billing/AR)
• Microsoft 365 (Outlook, SharePoint, Teams)
• Experience writing SOPs and onboarding new team members
• Social media admin / content review experience

Pay: Php61,600.00 - Php95,000.00 per month

Benefits

• Flexible schedule
• Opportunities for promotion
• Work Location: Remote
• Company and salary information

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