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Published 2023-07-10

Operations and Scheduling Manager

Type of job: Remote
Country: United States
City: New Jersey
Address: East Brunswick, New Jersey
Company: WilkinGuttenplan

Description of the offer

Founded in 1983, WilkinGuttenplan (“WG”) is a leading accounting and advisory firm in New Jersey and New York City. The Firm mainly serves high-net worth individuals, closely-held and middle market businesses and their owners in a multitude of industries including real estate, healthcare, international commerce, sports and entertainment, professional practices, technology, non-profit and many more. Areas of expertise include tax, auditing, compilations, reviews, financial statement preparation, business valuations and trust & estate solutions. WilkinGuttenplan is an independent member of the BDO Alliance USA.

WG is currently seeking an Operations and Scheduling Manager who will play a crucial role in ensuring the efficient scheduling and resource allocation for our tax and A&A teams. Through close collaboration with management and leadership, you will have the opportunity to apply your skills and talents and implement tools and procedures that drive continuous improvement in operational effectiveness, client delivery and strategic decision-making, ultimately contributing to the overall success of the firm. As the Operations and Scheduling Manager, you will find yourself at the heart of our firm working alongside a dedicated team committed to supporting the success of each other while delivering exceptional results internally and externally. From building strong relationships with our talented staff to helping them reach their full potential, you will be instrumental in creating a culture of continual learning, growth, and excellence.


  • Organize and coordinate all scheduling requests and activities for A&A and Tax Groups. Solicit input from department managers regarding staff assignments. Monitor scheduled hours throughout the year to ensure
    • appropriate balance of workloads across all staff
    • appropriate mix of projects/engagement
    • appropriate mix of manager oversight.
  • Prioritize and allocate resources based on project/engagement requirements, staff capability and availability, and client service expectations.
  • Maintain the centralized scheduling system to ensure necessary updates are made to appropriately track assignments, deadlines and deliverables.
  • Serve as the central point of contact for operational and scheduling-related inquiries.
  • Proactively identify scheduling conflicts or bottlenecks and work with in-charges and department leads to resolve issues, and communicate changes to all impacted in a timely manner.
  • Effectively communicate factors influencing scheduling, client delivery, and billable work to department leaders, ensuring all are informed and aware of the impact on their respective areas.
  • Regularly check in with staff members to ensure they are tracking their billable hours in accordance with the scheduled assignments.
  • Collaborate with staff and in-charges to identify any deviations or discrepancies in billable hours and work together to resolve them promptly.
  • Coordinate with Partners/Managers/In-Charges to optimize scheduling and resource allocation based on client priorities and deadlines.
  • Utilizing scheduling data and manager client lists, provide manager capacity information to department heads to assess staffing needs and make recommendations for client re-balancing and hiring needs.
  • Responsible for reviewing and maintaining all scheduling and capacity communication procedures regularly and ensuring all are following appropriately.
  • Identify opportunities for skills development and training to enhance team performance and career growth and communicate with department heads and HR accordingly.
  • Coordinate preparation of lists of post-engagement evaluations for associate staff to be completed by various A&A and Tax personnel. Assist with the preparation of associate, senior, manager and senior manager continuous feedback.
  • Assist in coordinating, consolidating, and organizing consistent processes throughout the A&A and Tax department and the firm.
  • Regularly evaluate the effectiveness of processes and systems, recommending improvements, collaborating with IT team for technology testing, and implementing changes as necessary.
  • Actively participate in department meetings, Leadership Retreat, and Strategic Planning meetings providing progress updates on scheduling, resource management and overall operations.
  • Establish annual goals in line with the overall team and firm.
  • Collaborate in the review of non-billable time to ensure accurate billing to clients and optimal utilization of staff members’ skills, and identify opportunities for process improvements.
  • Supporting other various initiatives: You will have the opportunity to contribute to various initiatives or projects as part of your role, supporting the overall strategic objectives of the firm.


  • Bachelor’s degree in accounting, business administration, or related field or a combination of education and work experience.
  • Proven experience in operations management, scheduling, or a similar role within a public accounting firm preferred.
  • Exceptional organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
  • Outstanding communication and interpersonal skills and able to collaborate effectively with all levels at the firm.
  • Ability to handle sensitive information with confidentiality.
  • Ability to work under pressure and maintain a problem-solving attitude.
  • Proficient with Microsoft Office Suite and ability to quickly learn new programs and technologies.

Why us?

  • We have a unique culture that emphasizes and values flexibility and work/life balance including fully virtual or hybrid work arrangements.
  • Our collaborative work environment is strongly committed to your professional growth and success.
  • We have a track record of ranking as a Best Place to Work NJ for the past sixteen years and have won several other awards including Best Firms for Young Accountants, Accounting Today Best Accounting Firms to Work For, Best Accounting Firms for Women, Best Accounting Firms for Millennials, and many more!
  • WG offers a competitive salary and benefits package, including generous PTO, Medical, Dental, Vision, 401(k) with employer match, Summer Fridays, flexible work schedules, and much more!
  • The estimated salary range for this position is $85,000 to $115,000. Individual salaries are determined through multiple factors permitted by law including but not limited to experience, education, licensure/certification, knowledge, skills and qualifications. WG also offers a comprehensive benefits package and performance award (bonus) eligibility where you’ll be recognized and rewarded based on your performance.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required.

We believe in equal opportunity:

Wilkin & Guttenplan P.C. is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive work environment. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, gender, national origin, disability, sexual orientation or protected veteran status, or any other characteristic protected by federal, state or local law.

How to apply?

Click on the button to get the company email or employment application form.


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