Firm Administrator

Overview
We are seeking a highly organized and strategic-minded Administrator to oversee key operational functions within our organization. The ideal candidate will play a pivotal role in managing teams, streamlining processes, and driving business growth. This position offers an excellent opportunity for a professional with strong leadership qualities and a comprehensive understanding of management practices to contribute to our company's success. The Administrator will be responsible for ensuring efficient operations, fostering collaboration across departments, and supporting strategic initiatives.

Key Responsibilities

Office Administration

• Oversee daily office operations, ensuring a productive and efficient work environment.
• Manage office supplies, vendor relationships, and equipment maintenance.
• Coordinate scheduling, meetings, and communications across departments.
• Maintain client files, compliance documents, and confidential records in accordance with firm policies.

Financial Management

• Manage accounts receivable and payable, ensuring accurate and timely billing and payments.
• Monitor firm cash flow
• Maintain firm financials in QuickBooks and prepare financial reports for management.
• Reconcile bank accounts, credit cards, and general ledger accounts.
• Assist with budget preparation and expense tracking.

Payroll and Benefits Administration

• Process semi-monthly payroll, ensuring compliance with applicable tax and labor laws.
• Manage employee benefits, including health insurance, 401(k), PTO, and other programs.
• Maintain employee records and coordinate onboarding/offboarding processes.
• Serve as the point of contact for payroll and benefits vendors.

Tax and Compliance Support

• Assist with filing and tracking of client tax returns (individual, business, and payroll-related).
• Ensure compliance with all federal, state, and local filing deadlines.
• Support CPAs in client communication related to tax filings.

Client Relations & Support

• Handle client billing inquiries, payments, and engagement letters.
• Provide administrative support for client onboarding and ongoing services.
• Ensure confidentiality and professionalism in all client interactions.

Technology & Systems

• Oversee firm software platforms including QuickBooks, CCH and Microsoft Office.
• Coordinate IT support, data backups, and system updates.
• Implement workflow and process improvements to enhance efficiency.

Qualifications

• Education: Associate’s or Bachelor’s degree in Business Administration, Accounting, or related field preferred.
• Experience: 5–7 years in office administration or operations management, preferably in a CPA or professional services firm.
• Technical Skills: Proficient in Microsoft Office Suite, accounting software (QuickBooks, Xero, etc.), and payroll platforms (ADP, Gusto, Paychex, etc.).
• Knowledge: Understanding of bookkeeping, payroll compliance, and general accounting principles.
• Soft Skills: Excellent communication, attention to detail, and multitasking abilities. Strong problem-solving and interpersonal skills, team player.

Job Type: Full-time

Pay: $68,000.00 - $83,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Work Location: In person

Salary : $68,000 - $83,000