Director of Operations and Integrations

Job Description

Job Description

Director of Operations & Integration

We’re building a CPA/tax platform designed to roll up practices — and we need the operator who runs the firm and integrates what we buy.

You will:

●       Own the weekly operating cadence (scorecard, priorities, accountability)

●       Protect CPA billable time (utilization, WIP, billing, AR discipline)

●       Build one operating system the whole firm runs on

●       Lead Day-1 → Day-90 integration for every practice we acquire

●       Partner with a Visionary owner and a precision-focused CPA partner — you are the person who makes the plan real

You’re a fit if you are structured, assertive in service of the mission, allergic to dropped balls, and proud when other people become more effective.

You’re not a fit if you want a book of business, need to be told every step, or go quiet when work is in progress.

We are building an operating platform that can absorb other tax/accounting practices, standardize how work runs, protect CPA billable time, and scale without chaos.

You are the person who makes the vision real .

●       Follow the set direction, major bets, and the roll-up thesis.

●       You own the machine — cadence, accountability, throughput, people ops for the firm, and integration of every practice we bring in.

If you have ever wanted to be the operator who turns a good firm into a repeatable growth engine , this is that opportunity.

Core responsibilities

1. Run the operating cadence

●       Own the weekly leadership meeting (scorecard, Rocks, to-dos, etc.)

●       Publish a same-day written summary

●       Keep Rocks to a short list; every Rock has one owner, one date, one definition of done

●       Maintain the Issues List; solve the vital few completely

●       Protect meeting discipline: on time, phones down, decide on data

2. Protect CPA capacity

●       Drive utilization toward 85–90% billable target (or the board-approved number)

●       Own WIP aging, billing coordination, and AR follow-up cadence (with CSA / admin support)

●       Keep non-billable work off CPA plates — Client Services / admin owned and measured

●       Spot capacity cliffs before they hit tax season

3. Own the accountability chart and people system

●       Keep a living accountability chart: who owns what, Level of delegation clear

●       Role scorecards written before we hire (never hire into fog)

●       Hire, onboard, and performance-manage ops/admin seats

●       Weekly 1:1 rhythm with directs; written expectations; no silent underperformance

4. Build the firm operating system

●       One system of record for client status, tasks, deadlines, documents, billing status

●       SOPs that a newly acquired team can adopt in weeks, not years

●       Quality checklists and handoffs that survive busy season

●       “If it isn’t written and assigned, it doesn’t exist”

5. Lead roll-up / practice integration

For every acquisition or tuck-in, you own the integration playbook :

●       Day-1 / Day-30 / Day-90 integration plan

●       Systems cutover (files, portals, billing, calendar, communications)

●       Role mapping: who stays, who reports where, what gets standardized vs. left local

●       Client communication plan (no surprise drops)

●       Culture + cadence install: scorecard, Rocks, meeting rhythm

●       Synergy tracking: utilization, realization, turnaround time, client retention

●       Escalate to the Principal only on Visionary-level decisions (price, brand, major bets); you run the rest

6. Communication loop

Quiet competence is a fail here.

●       Got it on receipt

●       Status while in progress

●       Done summary on completion

●       Daily brief to Principal: done / in progress / today / needs from you / risks

●       Confirm verbal asks from Principal in writing within 24 hours

Must-have experience

●       5+ years running operations in a professional services firm (CPA, legal, advisory, healthcare practice, or PE-backed roll-up strongly preferred)

●       Proof you built an operating cadence (meetings, scorecards, accountability) — not only “kept things organized”

●       At least one meaningful integration story (acquisition, office merge, system cutover, or multi-entity consolidation)

●       Comfortable holding professionals accountable without being a technician yourself

●       Excellent writing; lives in the communication loop

●       Clean background check; references from prior principals / CEOs / MPs

Callow Consulting is a full-service accounting firm based in the Baltimore-Washington area. We provide the highest quality tax and financial services to individuals, professionals, and small businesses, including a specializing in estates and trusts. We pride ourselves on our uniquely enjoyable and supportive work environment, believe in work-life balance, and are committed to the professional development of our staff.

Company Description

Callow Consulting is a full-service accounting firm based in the Baltimore-Washington area. We provide the highest quality tax and financial services to individuals, professionals, and small businesses, including a specializing in estates and trusts. We pride ourselves on our uniquely enjoyable and supportive work environment, believe in work-life balance, and are committed to the professional development of our staff.