Position OverviewThe CPA Firm Administrator is a key leadership role responsible for the operational, administrative, and financial management of the firm. This individual ensures that the firm runs efficiently, staff are supported, clients receive outstanding service, and the partners can focus on strategic growth and service to clients. The role requires a blend of leadership, financial acumen, process optimization, and interpersonal skills.
The Firm Administrator will act as the central point of coordination across all offices and departments, balancing day-to-day operational responsibilities with long-term strategic initiatives.
Key Responsibilities Operational Management
- Oversee the daily operations of the firm, firm-wide events, scheduling, office communications, and workflow management.
- Monitor and optimize internal processes to ensure efficiency, accuracy, and compliance.
- Manage relationships and contracts with key vendors, service providers, and technology partners to support firm operations.
- Serve as the primary point of contact for IT support and software vendors to ensure seamless technology operations.
- Assist with partners meetings, including agenda development, materials presentation and coordination with all partners.
- Provide coordination and supervision over IT security, backups and updates. Work closely with the Firm's Network Administrator.
Financial Oversight
- Prepare and assist Treasurer in management of the firm's annual budget; monitor actuals vs. budget and provide regular reports to partners.
- Document policies and procedures over financial management
- Oversee billing, accounts receivable, and accounts payable processes to ensure timely and accurate financial management.
- Supervise payroll processing, employee benefits administration, and expense reimbursement.
- Collaborate with partners on financial planning, forecasting, and profitability analysis.
Human Resources & Staff Leadership
- Assist in procuring and evaluating employee benefits
- Assist in training administrative and support staff.
- Assist the HR Manager to develop and implement staff policies, performance evaluations, and professional development programs.
- Foster a positive, collaborative, and professional office culture.
Client & Engagement Management
- Support partners in managing client engagements, ensuring deadlines, deliverables, and expectations are met.
- Assist and serve as a point of contact for the firm's legal counsel
- Monitor client satisfaction and implement improvements in service delivery.
Compliance & Risk Management
- Ensure the firm complies with federal, state, and local regulatory and oversight bodies, including VBOA, IRS and AICPA requirements.
- Maintain confidentiality and security of sensitive client and firm information.
- Oversee internal controls, including technology and financial processes, and document retention policies.
Strategic Leadership & Growth Support
- Collaborate with partners on long-term strategic planning, business development initiatives, and operational improvements.
- Oversee and facilitate general marketing activities including social media, website updates and marketing materials
- Analyze operational data to identify trends, inefficiencies, and growth opportunities.
- Participate in implementing new technologies, service lines, or practice management tools.
- Provide representation and participate on behalf of the Firm as part of industry related meetings, organizations and societies.
While at RFC, You'll Enjoy...- 100% employer-paid health insurance
- Dental and vision insurance
- Life insurance
- Retirement Plan (401K)
- Paid Time Off (PTO)
- Gym reimbursement
- Professional development opportunities
Requirements
Required Qualifications- Bachelor's degree in Business Administration and Management, Accounting, Legal Finance, or a related field; MBA, CPA or JD preferred.
- Minimum of 5 years of experience in office management, accounting firm operations, or administrative leadership.
- Strong understanding of accounting and tax workflows, financial management, and firm operations.
- Proficiency with accounting software (e.g., QuickBooks, Xero) and Microsoft Office Suite.
- Demonstrated leadership, organizational, and project management skills.
- Excellent written and verbal communication abilities.
- High level of discretion, integrity, and professionalism.
Preferred Qualifications- Experience in a CPA or professional services firm environment.
- Familiarity with payroll, HR, and benefits administration.
- Knowledge of regulatory compliance and audit processes.
- Experience with CRM or practice management software.
Salary Description
Starting annual salary $150,000
