Operations Associate

Job Description

Job Description

Description:

Holman Frenia Allison, PC, Certified Public Accountants and Consultants (HFA), is headquartered in Central New Jersey. The firm services a diverse client base within the tri-state area providing highly personalized and comprehensive accounting, audit, tax and business consulting services.

The Operations Associate provides key administrative and operational support to ensure smooth internal processes across the firm. This role supports the Operations department with proposal coordination, Audit report processing, accounts payable and accounts receivable functions, municipal engagement letters, and general administrative support. The ideal candidate is detail-oriented, highly organized, and comfortable working in a fast-paced professional environment.

Key Responsibilities:

Accounts Receivable (AR) & Collections Support

• Generate and distribute client invoices as directed.
• Monitor outstanding receivables and follow up on overdue balances.
• Provide weekly aging updates to Operations leadership.
• Coordinate with partners/managers on collection needs.

Accounts Payable (AP)

• Process vendor invoices and employee reimbursements.
• Maintain AP records and documentation.
• Assist with month-end and year-end reconciliations.
• Communicate with vendors as needed to resolve discrepancies.

Proposal Coordination & Engagement Letters

• Prepare, edit, and format proposals for governmental and municipal clients.
• Maintain proposal templates and ensure compliance with firm standards.
• Track proposal deadlines, submissions, and award notifications.
• Prepare and distribute municipal engagement letters, ensuring all required documents and signatures are completed and filed properly.

Audit Report Processing 

• Format, assemble, and finalize Audit reports according to firm standards.
• Coordinate partner and manager review cycles to ensure timely delivery.
• Handle e-filing and report release processes.
• Maintain accurate tracking logs for report status and deadlines.

General Operations & Administrative Support

• Provide administrative support to the Operations team as needed.
• Assist with maintaining firm-wide administrative workflows and documentation.
• Support internal process improvements, tracking, and reporting.
• Coordinate supplies, deliveries, and vendor relationships as needed.
• Assist with onboarding and internal coordination tasks assigned by Operations leadership.

Requirements:

• 2+ years of administrative, operations, or support experience (CPA firm or professional services preferred).
• Associate’s degree required; Bachelor’s degree preferred.
• Strong proficiency in Microsoft Word, Excel, and Outlook.
• Excellent written and verbal communication skills.
• Strong attention to detail and organization.
• Ability to manage multiple deadlines in a fast-paced environment.
• Professional, dependable, and comfortable working with partners and department leadership.