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You look at a business and you see the systems behind it. Not just what's broken, but exactly how to fix it, in what order, and why it matters. You're not the person who raises problems. You're the person who builds the machine that prevents them.
This is a firm-wide leadership role. You won't manage client work, you'll manage everything that makes client work possible. Workflow, capacity, culture, systems, people, and performance. If that's the kind of challenge that genuinely excites you, read on.
About Us
We are a modern, cloud-based accounting and advisory firm serving small and medium business clients across Australia. We're relationship-driven, systems-obsessed, and serious about building a firm where great people do their best work.
We run on Xero, Karbon, and the best tools available. We move fast, we improve constantly, and we share success with the whole team. We're building something and this hire is a critical part of that.
The Role
As Practice Manager, you own the operational health of Propeller Advisory. That means workflow, capacity, systems, culture, and people firm-wide. You're not inside a single client team. You sit above the production team, and you make sure the whole machine runs smoothly, predictably, and profitably.
You'll directly manage the Practice Success Coordinator (PSC) and Client Success Coordinators (CSCs), and you'll report directly to the Director. The Director's ability to focus on growth and strategy depends on this role being done well.
What you'll own:
* Firm-wide workflow and traffic management — FIFO queue integrity, bottleneck resolution, and turnaround time standards
* Capacity planning and annual forecasted workflow scheduling — matching team capacity to demand proactively
* Daily Huddle facilitation — driving team rhythm, accountability, and daily focus
* MVV development — building our Mission, Vision, Values with genuine staff buy-in and embedding them in daily practice
* Rewards, recognition, and corrective practices — aligned to the MVV and applied consistently
* Training and quality assurance — ensuring all staff have current systems knowledge and that operational procedures are applied to a high standard
* End-to-end HR management — structured hiring (Top Grading process) and annual KPI-based performance appraisals
* WIP review, billing, and debtor management — bills issued by the 3rd working day, write-offs reported monthly
* KPI reporting — productivity and chargeable hours provided to production staff fortnightly
* Systems and software — ensuring Karbon, cloud tools, and practice platforms are used correctly and continuously improved
* Weekly, monthly, and quarterly reporting to the Director
* Onboarding frameworks — owning the process so new starters are set up with clear expectations, workflow visibility, and defined standards
What this role is NOT
This role does not chase clients for information, sit within a single client team, or perform day-to-day admin tasks.
This is a firm-wide operational leadership role. You make the machine run. You don't do the work the machine produces.
What You'll Bring
Must-have:
* Proven experience managing workflow, capacity, and a team in an accounting or professional services firm
* Strong systems capability — Karbon or equivalent practice management platform (you don't need to be shown how to use it)
* Experience with structured HR processes — hiring, performance appraisals, and employment record management
* A methodical, data-driven approach to decision-making — you use numbers, not gut feel
* Ability to manage up (to the Director) and down (to the PSC and CSCs) with equal clarity and confidence
* Strong interpersonal and communication skills — you earn trust through competence and consistency, not authority
* Proactive by nature — you build systems to prevent problems, not processes to manage them after they happen
Nice to have:
* Experience with Xero, XPM, or accounting firm software (not required — accounting knowledge is not the point of this role)
* Experience developing or embedding values and culture in a team
* Background in building rewards, recognition, or incentive frameworks
* Experience with the EOS (Entrepreneurial Operating System) or similar operational frameworks (not required but would be cool)
Who you are:
You're the person who walks into an organisation and sees the systems behind it. Not just what's broken but the leverage points, the bottlenecks, the fixes that would make everything else easier.
You're methodical without being rigid. You're direct without being harsh. You hold people accountable because you genuinely care about their development, not just the outcome.
You're not looking for a title. You're looking for a firm where building something that works is the job.
Why Join Us
* Hybrid — work from home some days with flexible scheduling (Australian business hours)
* A direct line to the Director — your work shapes the firm's strategy, not just its operations
* Real ownership from day one — this is not a support role, it's a leadership role
* A modern, cloud-based firm running on Karbon, Xero, and best-in-class tools — no legacy chaos to fight
* Annual team incentive plan — we share success with the whole team
* Ongoing professional development — we invest in the people who invest in us
* Monthly 1:1s and structured performance feedback — you always know where you stand
* A team that's genuinely building something — collaborative, high-performance, no ego
If you're ready to own the operational backbone of a growing firm and you want a role where what you build genuinely matters, we'd love to hear from you.
We move quickly when we find the right person. Don't wait.
★ How to Apply
Send your CV and a short cover note (max 200 words)
In your cover note, tell us: Describe a system or process you built or fixed in a previous role. What was broken, what did you do, and what changed because of it?
Applications without a cover note will not be considered. We read every one.
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