Director of Practice Operations & Client Delivery

Orivon Advisory Group is seeking a highly capable, technically sound, and operations-minded Director of Practice Operations & Client Delivery to serve as the principal's operational second-in-command. This person will help lead the firm's accounting, tax, payroll, business registration, tax issue resolution, client delivery, receivables discipline, practice management, and workflow control functions. The successful candidate must understand how an accounting and advisory practice operates and must be able to take substantial work off the principal's desk quickly.

The role is designed to remove approximately 50% to 65% of the principal's current operational and technical workload by managing daily practice operations, coordinating staff, organizing client delivery, building SOPs and checklists, improving accountability, and ensuring work moves through the firm without constant principal involvement.

This role is central to the firm's growth plan as Orivon prepares to scale toward a larger office and staff capacity over the next 18 months. The immediate priority is to stabilize operations, protect cash flow, improve delivery quality, organize the client base, reduce C-client disruption, support coaching revenue growth, and create a scalable operating structure.

The mission of this role is to help the principal move from chief doer to firm leader.

• Take over daily practice coordination and internal follow-up.
• Manage accounting, tax, payroll, business-registration, and tax-resolution workflows.
• Supervise staff and offshore/back-office team members.
• Review work before it reaches the principal and escalate only true exceptions.
• Reduce client interruptions and protect principal focus time.
• Improve collections, onboarding, document gathering, and client follow-up.
• Build SOPs, checklists, trackers, dashboards, and quality-control systems.
• Prepare the firm for an 18-person operating structure within 18 months.

Responsibilities

Practice Operations Leadership

• Manage day-to-day operations across accounting, tax, payroll, business registration, tax issue resolution, and client delivery.
• Serve as the internal coordinator between the principal, senior accountant, client support, intern, offshore/back-office team, and future hires.
• Maintain visibility over all active client work, deadlines, pending items, open loops, and deliverables.
• Run weekly production meetings and ensure every engagement has a clear owner, due date, and next action.
• Identify bottlenecks before they become principal-level emergencies.

Accounting and Financial Review Support

• Oversee bookkeeping, monthly close, financial statement preparation, reconciliations, cleanup work, and client accounting deliverables.
• Review accounting work for completeness, classification issues, reconciliation gaps, and presentation quality before principal escalation.
• Ensure client financials are prepared according to firm standards and ready for advisory discussion.
• Coordinate corrections with preparers and offshore team members before work reaches final review.
• Help standardize monthly accounting packages and management-reporting deliverables.

Tax Workflow and Tax Practice Support

• Manage tax document collection, tax return status tracking, tax deadlines, extensions, e-file authorizations, and client approvals.
• Review tax files for missing information, obvious inconsistencies, incomplete schedules, unresolved client questions, and documentation gaps.
• Coordinate tax preparation between preparers, reviewers, clients, and the principal.
• Build and enforce tax preparation checklists and review standards.
• Reduce the principal's involvement in routine tax preparation and tax workflow tracking.

Tax Issue Resolution Coordination

• Coordinate IRS and state notice response workflows, payment plans, penalty abatement requests, compliance issues, transcript requests, and client response tracking.
• Maintain a tax-resolution case tracker for every open matter.
• Track deadlines, document requests, agency notices, client responses, and next steps.
• Prepare organized case files for principal, CPA, EA, or licensed professional review.
• Escalate urgent notices, deadlines, and risk matters immediately with a concise issue summary.

Business Registration and Compliance Workflow

• Manage business formation, registration, EIN, annual report, state filing, entity setup, and compliance-related tracking.
• Ensure business-registration services follow a clear checklist and are not dependent on the principal's memory.
• Track required information, filing status, delivery confirmations, and client communication.
• Coordinate client communication around registration status and requirements.

Client Delivery and Client Success Management

• Serve as the primary operational contact for client workflow, open items, document requests, and service status.
• Ensure clients receive timely updates regarding pending work, missing documents, payments, deadlines, and next steps.
• Route technical questions properly and prevent routine matters from interrupting the principal.
• Support client onboarding, engagement-letter completion, payment setup, document collection, and internal handoff.
• Help reduce client dependency on the principal for routine status questions.

Receivables, Retainers, and Payment Discipline

• Maintain receivables trackers, aging follow-up processes, and payment-commitment logs.
• Ensure clients with unpaid balances are contacted consistently and professionally.
• Support movement of clients to autopay, recurring billing, retainers, deposits, and payment-before-delivery arrangements.
• Identify clients who should be paused, repriced, or exited due to payment issues or scope abuse.
• Provide weekly reporting on receivables, payment commitments, and collection progress.

Team Management and Staff Accountability

• Supervise and coordinate accounting staff, tax preparers, offshore/back-office team members, interns, client support staff, and future hires.
• Assign work based on skill level, capacity, deadlines, and client priority.
• Review team output, provide corrective feedback, and train team members on firm standards.
• Identify skill gaps and recommend training, role adjustments, or staffing changes.
• Create accountability so avoidable issues are resolved before they reach the principal.

SOPs, Checklists, and Quality-Control Systems

• Build, improve, and enforce SOPs for accounting, tax preparation, payroll, business registration, tax resolution, onboarding, document collection, and client communication.
• Create checklists staff must complete before work reaches review.
• Implement quality-control checkpoints throughout the workflow.
• Create templates for follow-up, missing document requests, tax notice intake, business registration intake, and monthly accounting review.
• Document recurring procedures so the firm can scale without relying on verbal instructions.

Growth and Coaching Program Support

• Support the launch and administration of Orivon's business coaching services.
• Coordinate coaching client onboarding, scheduling, payment setup, follow-up, and conversion tracking.
• Help identify coaching clients who may need accounting, tax, payroll, or advisory services.
• Ensure coaching growth does not create operational chaos for the core accounting practice.
• Support the principal by maintaining pipeline visibility and follow-up discipline.

Required Qualifications

• Minimum of 5 years of experience in an accounting, tax, bookkeeping, payroll, tax resolution, CPA firm, enrolled-agent firm, advisory, or professional services environment.
• Strong understanding of accounting firm workflows and client delivery operations.
• Experience managing client accounting, tax preparation, payroll, business registration, or tax issue-resolution processes.
• Ability to review accounting and tax work at a practical level before escalation.
• Experience supervising staff or coordinating production teams.
• Strong organizational, project management, and deadline-management skills.
• Excellent client communication and follow-up skills.
• Ability to build and enforce SOPs, checklists, trackers, and workflow systems.
• Strong judgment and ability to know when to escalate matters to the principal.
• High confidentiality and professionalism with sensitive client financial information.

Preferred Qualifications

• CPA, EA, accounting degree, or strong equivalent experience preferred.
• Experience as an accounting practice manager, tax office manager, senior accountant, tax manager, CAS manager, firm administrator, or operations manager.
• Experience with IRS/state notices, tax resolution workflows, payment plans, penalty abatement, transcripts, and compliance matters.
• Experience managing offshore or remote accounting teams.
• Experience with QuickBooks, tax software, payroll systems, document management systems, CRM tools, and workflow/project management software.
• Experience with client onboarding, engagement letters, retainers, recurring billing, and accounts receivable follow-up.
• Experience helping a small firm scale into a larger team structure.

Required Competencies

• Technically sound in tax and accounting practice operations
• Organized and disciplined
• Strong follow-up and accountability instincts
• Confident with clients and firm deadlines
• Comfortable managing staff and remote teams
• Process-driven and detail-oriented
• Calm under pressure
• Able to protect the principal's time
• Able to hold clients and team members accountable
• Practical and execution-focused
• Able to identify problems before they become emergencies
• Comfortable building structure in a growing firm

Pay: $95,000.00 - $110,000.00 per year

Work Location: In person