Administrative Operations Manager

Job Title: Administrative Operations Manager

Job Type: Full Time

About Fortress Accounting

Fortress Accounting is a progressive and global firm dedicated to supporting business owners with cutting-edge accounting, tax, financial management, and consulting services. Despite our lean structure, our reach is vast, with a remote team working from ten different countries serving entrepreneurs and growing businesses globally. We are technology-forward by nature and operate at a fast pace. We pride ourselves on hiring extremely smart and highly experienced professionals who are humble, collaborative, and approachable. We offer competitive compensation, exceptional career growth opportunities, and a supportive culture where every team member is valued.

About the Role:

Fortress Accounting is seeking a highly organized and proactive Administrative Operations Manager to join our team. This role blends hands-on client service with comprehensive administrative operations—you'll serve as a trusted point of contact for clients while managing the behind-the-scenes work that keeps our practice running efficiently. Success requires strong technological proficiency, excellent communication skills, and the ability to work quickly while maintaining exceptional accuracy. If you thrive in a fast-paced environment, genuinely enjoy helping people, and excel at managing multiple responsibilities with autonomy, we encourage you to apply.

Responsibilities:

1. Client Interaction and Communication: Serve as a primary point of contact for clients across multiple channels including email, phone, Slack, Telegram, and WhatsApp. Ensure a welcoming and professional client experience through prompt, clear communication and proactive support.
2. Digital Operations Management: Maintain and optimize our internal filing systems, data management, and digital communication workflows. Ensure all electronic files are properly organized, accessible, and that our remote operations run smoothly.
3. Scheduling Coordination: Monitor and manage client appointment bookings through Calendly, proactively follow up with clients to ensure meetings are scheduled, and troubleshoot any scheduling issues.
4. Timekeeping Oversight: Monitor our automated timekeeping application to ensure accuracy, address any discrepancies, and keep the system running efficiently for staff hour tracking.
5. Client Billing, Onboarding, and Offboarding: Manage the complete client lifecycle including smooth onboarding of new clients, invoice generation, tracking accounts receivable, proactively assisting with collections efforts to maintain positive cash flow, and ensuring professional offboarding processes.
6. Operational Support: Provide high-level administrative support to the leadership team, assisting with special projects and reporting as needed.

Qualifications:

1. Proven experience in an administrative, operations, or office management role, preferably within an accounting, finance, or professional services environment
2. Ability to work effectively in a hybrid environment: While our company operates remotely, this role requires regular in-office presence for client meetings and occasional on-site responsibilities
3. Tech-savvy with strong digital proficiency: Comfortable navigating multiple communication platforms (Slack, Telegram, WhatsApp, email, phone) and quickly adapting to new software and automation tools
4. Exceptional organizational skills and a demonstrated ability to manage and prioritize multiple tasks with speed and precision, maintaining meticulous attention to detail even in a fast-paced environment
5. Excellent written and verbal communication skills with a professional and warm demeanor for effective client interaction across diverse digital channels and in-person meetings
6. Proficiency in Google Suite (Docs, Sheets, Slides), scheduling tools (Calendly), and experience with client management, billing, or accounting software, preferably QuickBooks Online
7. Strong problem-solving abilities: Capable of monitoring automated systems, identifying issues proactively, and troubleshooting technical or operational challenges independently
8. A strong ability to work independently and exercise sound judgment, requiring minimal supervision
9. Demonstrated professionalism and discretion when handling sensitive client and company information

What We Offer:

• Competitive salary ranging from $85,000 to $105,000 annually, commensurate with experience and location
• Comprehensive benefits package including health, dental, and vision insurance
• Opportunity to work with a modern, tech-forward accounting firm

Location & Work Arrangement:

While Fortress Accounting operates as a remote company, this role requires regular in-office time for client meetings and on-site responsibilities. Ideal candidates will be based in or near one of our three office locations:

• Shelton, Connecticut
• Minneapolis, Minnesota
• Delray Beach, Florida

How to Apply:

To apply for the Administrative Operations Manager position, please follow these instructions:

• Email your application to [email protected]
• Please include the job title in the subject line of your email
• Attach your resume and references

Please Note:

• Fortress Accounting is an equal opportunity employer committed to creating an inclusive environment for all
• We appreciate all applications, but only shortlisted candidates will be contacted for an interview