The RoleAt Lucas Horsfall, a Tax Scheduling & Planning Manager oversees the day-to-day operational workflow of the tax department, with primary responsibility for staff scheduling, workload distribution, and process efficiency during peak filing seasons and year-round engagements. This is a senior-level role combining hands-on project & operational management with strategic planning to ensure the department meets client deadlines, regulatory due dates, and internal capacity targets.This role will be performed in a hybrid environment out of our Pasadena, CA office location.
Key ResponsibilitiesScheduling & Capacity Management- Develop and manage the master scheduling system for all tax preparers, reviewers, and support staff across tax season and off-season periods
- Coordinate staffing against engagements across offices & tax service lines (individual, business, trust & estate, international)
- Allocate client engagements based on staff capacity, expertise, and certification levels (e.g., CPA, EA)
- Monitor real-time workload distribution and rebalance assignments to prevent bottlenecks or burnout
- Resolve scheduling conflicts and escalated staffing requests quickly, professionally, and with sound judgment.
- Lead weekly staffing calls; communicate assignment decisions clearly and ensure all changes are reflected in the scheduling and practice-management systems.
Operations Management- In Partnership with Head of Tax, design and refine departmental workflows, including document intake, review cycles, and e-filing processes across offices to improve turnaround and throughput.
- Establish and track key metrics of projects such as turnaround time, return accuracy, and on-time filing rates to Identify recurring bottlenecks and create efficiency
Coordination & Reporting- Coordinate with Tax Professionals, Directors/Partners on resource allocation for complex or high-priority engagements
- Facilitate communication between preparers, reviewers, and client-facing staff to keep engagements on track
- Prepare, review and monitor regular operational and utilization reports for department leadership; maintain accurate records of engagement status and deadline compliance.
Client & Stakeholder Coordination- Serve as the single point of contact for scheduling and capacity questions from the professional staff and partners.
- Oversee deadline tracking across the client portfolio to ensure no filings are missed
- Coordinate extension filings across offices and triage urgent or escalated client requests
- Serve as a liaison between the tax team and other departments (audit, advisory, admin) on shared resources
Compliance & Reporting- Maintain accurate records of staff hours, engagement status, and deadline compliance
- Prepare regular operational reports for department leadership
- Ensure scheduling practices align with firm policies and applicable labor regulations
Required Qualifications- Bachelor's degree in Business Administration, Accounting, or related field
- 5+ years of experience in operations, scheduling, or practice management, ideally within an accounting/tax/professional services environment
- Proven experience managing projects and complex scheduling systems
- Strong proficiency in scheduling/practice management software (e.g., CCH Axcess, Karbon, ProSystem fx, or similar) and Microsoft Office/Excel
- Excellent organizational skills with the ability to manage competing deadlines under pressure
Preferred Qualifications- Experience specifically within a CPA firm or corporate tax department
- Familiarity with accounting, tax season cycles, IRS deadlines, and e-filing requirements
- Comfort working with utilization and capacity data to inform resourcing decisions.
- An awareness of staffing needs based on historical filing volume and upcoming deadlines (e.g., March 15, April 15, extension deadlines)
- Project management certification (PMP) a plus
What We OfferAs a firm, we offer great benefits, a competitive salary and tuition reimbursement for advanced education. Headquartered in Pasadena, CA with offices in Encino and Irvine, Lucas Horsfall is a growing CPA and consulting firm focused on tax, audit, and consulting needs. Explore the opportunities that await you today! Join our team and enjoy a comprehensive benefits package that supports well-being, health, and ongoing professional growth:
- Flexible PTO
- Excellent Voluntary Insurance Options
- 401(k) Matching
- Discretionary Bonus
- Commitment to Professional Development
- Meaningful work that makes a difference in our clients' lives
How to ApplySubmit your information in the application section directly below! This will include:
- Basic contact information
- Resume/CV and optional cover letter upload
- Work eligibility, credentials, and compensation
- Voluntary demographic & self-ID questions
For further questions or inquiries about the role, please reach out to Aidan Jebson, Sr. Recruiter at [redacted].
The pay range for this role is $80,000 - $120,000 per year. This range includes the anticipated low and high end of the pay range for this position. Actual compensation may vary based on various factors, including experience, education, and/or skill level.
