Accounting Firm Workflow & Operations Specialist

Accounting Firm Workflow & Operations Specialist

Sycamore Business Strategies is a growing U.S.-based accounting, tax, and advisory firm serving small business owners. We are looking for a highly organized, proactive Accounting Firm Workflow & Operations Specialist to help manage client onboarding, internal workflows, client follow-up, recurring work, and firm operations.

This is not a basic virtual assistant role. This person will help keep client work organized, make sure deadlines and follow-ups do not fall through the cracks, support new client onboarding, and help create a smooth experience from proposal acceptance through ongoing service delivery.

The ideal candidate has worked with a U.S. accounting, bookkeeping, tax, or advisory firm and understands the rhythm of recurring client work, document requests, deadlines, review notes, client follow-up, and internal task tracking.

Our firm currently uses Karbon for practice management, workflows, client tasks, and internal task tracking. We use Ignition / Practice Ignition for proposals, engagement letters, billing, and recurring payments. Prior experience with Karbon and Ignition is strongly preferred, but we are also open to candidates with strong experience using similar accounting firm practice management, workflow, proposal, billing, or client onboarding systems.

You do not need to be a CPA or tax expert. The primary focus of this role is operations, workflows, onboarding, communication, task tracking, and keeping work moving.

Experience Needed

* Experience working with an accounting, bookkeeping, tax, or advisory firm
* Experience managing client onboarding, document requests, recurring deadlines, client follow-up, or internal workflow tracking
* Experience using practice management, workflow, project management, proposal, billing, or client onboarding software
* Experience with Karbon, Ignition / Practice Ignition, Canopy, TaxDome, Financial Cents, Keeper, Client Hub, ---------- , ClickUp, or similar systems is helpful
* Strong written and spoken English
* Comfortable communicating with clients by email and video/audio call
* Available to work during U.S. Central Time business hours
* Strong attention to detail and ability to follow through
* Ability to work independently, communicate proactively, and escalate issues when needed

Responsibilities

* Manage new client onboarding from signed proposal through active service delivery
* Help set up clients in internal systems and organize the onboarding process
* Send onboarding emails, document requests, access requests, and client follow-ups
* Schedule and help facilitate onboarding calls
* Track missing client information, open questions, deadlines, and follow-up items
* Build, update, and maintain workflow templates, checklists, and recurring work processes
* Create and monitor recurring work, client tasks, internal tasks, assignments, and due dates
* Help make sure accepted proposals or new client agreements trigger the correct internal workflows
* Monitor open work, overdue tasks, blocked items, and upcoming deadlines
* Prepare a weekly update showing open work, overdue items, client follow-ups, and workflow bottlenecks
* Help create SOPs, checklists, and repeatable processes for the firm
* Escalate client issues or workflow problems to the firm owner when needed
* Help keep the internal team organized and accountable

Schedule

This role must work during U.S. Central Time business hours, Monday through Friday.

Preferred schedule is 8:00 AM–5:00 PM Central Time, but some flexibility may be available for the right candidate.

Tools Used

Our firm currently uses:

* Karbon for practice management, workflow tracking, client tasks, and internal task management
* Ignition / Practice Ignition for proposals, engagement letters, billing, and recurring payments
* Google Workspace for email, documents, and file organization

Prior experience with Karbon and Ignition is strongly preferred, but not required if you have strong experience with similar accounting firm operations systems and can learn new software quickly.

Application Instructions

To apply, please send:

1. Your resume

2. A short written message explaining why you are interested in this position and describing your experience with accounting firm operations, client onboarding, workflow tracking, or recurring client work

3. A short audio or video introduction
A simple 1–2 minute voice recording, phone video, or Loom video is fine.

In your recording, please briefly share:

* Your name
* Your experience working with accounting, bookkeeping, tax, or advisory firms
* The practice management, workflow, project management, billing, or onboarding software you have used
* Whether you have experience communicating directly with clients

4. Confirmation that you are available to work U.S. Central Time business hours, Monday through Friday

Please use the subject line:

Accounting Firm Workflow Specialist – Sycamore

Applications that do not include a resume, short written message, voice/video introduction, and confirmation of U.S. Central Time availability may not be considered.