Administrative Manager

Administrative Operations Manager DiMarco & Associates | Oldsmar, FL | In-Office | Full-Time The Mission This role’s title is deliberate: Operations and Administration. Our admin team is the glue that holds DiMarco & Associates together — and the role carries real operational weight, not just traditional administrative support. The person in this seat will lead a team and be directly involved in how work actually gets delivered across tax compliance, tax advisory (TAS), and bookkeeping/accounting — not adjacent to those lines, but embedded in how they run. As Administrative Operations Manager, you will own the firm's administrative operations end-to-end — leading the Administrative Specialist team, coordinating client service delivery, and keeping tax admin support, billing, technology, and internal operations running smoothly across every service line. You will report to the Director of Operations. This is the seat that makes sure the trains run on time — and knows why they do. About DiMarco & Associates We're a growing Tampa Bay CPA firm focused on tax compliance, tax strategy & advisory services, and bookkeeping & accounting. Our clients are serious business owners, high-net-worth individuals, and multi-entity operators who expect more than a return. We run on the Entrepreneurial Operating System (EOS), operate in a pod-based client service structure, and invest in the people and tools to support a modern, high-touch practice. Active investment in technology A firm in active growth and transformation — this role helps run it What This Role Is Not Not a role that waits to be told what to do. You own the team's workflow and outcomes end-to-end, not just task assignments. Not administrative support only. You lead people and drive how admin integrates with tax and the rest of the firm. Not a role where operational depth is optional. You need to know the tools and workflows cold — SurePrep, Canopy, UltraTax, QBO — to coach and troubleshoot, not just delegate. Not confined to one service line. Your team's work is embedded in tax compliance, tax advisory (TAS), and bookkeeping/accounting. You need to understand how each line actually runs, not just administer around them. What Success Looks Like Team Leadership: Admin Specialists are coached, held accountable, and performing. Admin’s weekly meetings run tight. Reporting lines are clear and consistently enforced. Operational Mastery: You know exactly what admin does, how the tools work, and how workflows connect end to end. The team doesn't need to route around gaps in your knowledge. Client Experience: Clients are onboarded smoothly and served responsively from first contact through project completion. Financial Operations: Billing and accounts receivable run on schedule and cash flow stays healthy. Firm Health: Technology platforms, office/facilities, and internal operations are reliable and well-supported. What You'll Do Lead, manage, and develop the Admin Team. Directly lead, manage, and hold accountable a team of Administrative Specialists. Lead the Admin L10 meetings. Set the tone for team culture, coach performance, and run reviews and evaluations for the admin team. Drive Client Engagement & Service Coordination. Own the client experience from first contact through onboarding and project completion, coordinating service delivery across the firm. Own Operational Support Across Service Lines. Support technical service delivery across compliance, advisory, and bookkeeping/accounting: tax processing workflow, IRS and government correspondence, tax form preparation support, and bookkeeping/accounting coordination — working hand-in-hand with each line’s team, not around them. Manage Billing & Accounts Receivable. Drive cash flow management and revenue‑related functions, keeping billing and AR on schedule. Oversee Technology & Systems Support. Support both the internal team and clients through the firm’s technology platforms, and help evaluate new tools as the firm modernizes its workflows. Support HR & Internal Operations. Partner with the firm’s HR function to support firm health and internal operations. Manage Office & Facilities. Maintain inventory and a clean, organized physical workspace. Contribute to Special Projects & Strategy. Engage with the management team on forward‑looking, strategic internal projects as the firm grows. What You Need to Succeed Minimum Qualifications 10+ years of administrative or operations management experience, ideally in a professional services or CPA firm environment Demonstrated ability to lead, coach, and hold a team accountable Working knowledge of tax administration workflows — or the ability to master them quickly — including IRS correspondence, tax processing, and form preparation support Aptitude for learning how tax compliance, tax advisory, and bookkeeping/accounting workflows actually operate, not just how to schedule around them Experience managing billing and accounts receivable functions Comfort working across multiple technology platforms and learning new systems Core Competencies Ownership mentality — takes full responsibility for the team's workflow and outcomes, not just the people on it Tech oriented and a quick learner Well organized, task-focused, and results-oriented Operational depth — knows the tools and processes cold, not just the org chart Clear, consistent communication and follow-through Client-first responsiveness and professionalism Ability to zoom out and contribute to firm‑wide strategy Nice-to-Haves Experience with Canopy, SurePrep, UltraTax CS, or comparable platforms Prior experience in an EOS-run organization Genuine interest in process improvement and workflows Our Tech & Tools We run on Canopy, SurePrep, UltraTax, and QBO. We are actively evaluating and implementing new technologies today. Why DiMarco & Associates? Compensation: $85K-$95K + performance based bonus 401(k) with 4% employer match Health insurance + optional dental and vision Generous PTO policy A firm in active growth and transformation — real influence over how admin operations run and scale Location In-office at our Oldsmar, FL location. Our Core Values Respectful: We earn the trust and respect of our clients and teammates every day. Humble and confident professionalism in our speech, actions, and polished presentation is the first line of earning it daily. We make our teammates and clients feel valued and respected, responding promptly and genuinely to all inquiries. Accountable: We take ownership of everything that impacts our clients. We don't wait for issues to arise; we are proactive. We take responsibility for both our successes and shortcomings, and we do what we say we will do. Solutions-Oriented: We are consistently seeking new ideas, strategies, tools, and knowledge that can improve our ability to serve our clients and firm. We are prudently aggressive — we turn over every rock. Happy to Help: We approach each interaction with a positive, can‑do attitude, going the extra mile to meet needs. Supporting our teammates is second nature; their success is our success. #J-18808-Ljbffr