Firm Administrator

Role Overview

We are seeking a high-caliber, proactive professional to lead the internal operations of our firm. While our accountants focus on delivering exceptional client service, you will focus on ensuring the firm operates efficiently, profitably, and smoothly.

While we prefer in-person, we are open to either hybrid or remote hires. Please submit a cover letter which includes your favorite project you've worked on recently along with your resume to be considered for this position.

Core Responsibilities

1. Internal Financial Management

· Firm Bookkeeping: Maintain the firm’s general ledger, manage accounts payable and receivable, and oversee monthly close.

· Billing Operations: Process monthly billing and assist partners in improving billing workflows.

· Work-in-Progress (WIP) Management: Monitor unbilled time and expenses; help streamline the billing cycle to reduce lag.

· Collections: Oversee aging reports and manage client collections professionally to maintain healthy cash flow.

2. Operations & Workflow Management

· Workflow Oversight: Monitor project flow, deadlines, and internal processes to ensure efficiency during peak seasons.

· Technology & Systems Management: Oversee the firm’s software ecosystem, manage active users and lead implementation or migration of new tools.

· Travel & Event Coordination: Manage partner travel logistics and coordinate firm offsites or team events.

3. Compliance & Human Resources

· CPE Tracking: Ensure CPAs and staff meet annual Continuing Professional Education requirements.

· Office Environment: Maintain a professional, organized, and positive work environment that supports team productivity and morale. (hybrid/in-person only)

Qualifications/Skills

· Experience: 2+ years in professional services management (accounting, law, architecture, or similar preferred).

· Education: Bachelor’s degree in Business Administration, Accounting, Finance, or related field preferred.

· Technical Skills: Advanced proficiency in Microsoft Excel and PowerPoint. Experience with Xero and practice management software strongly preferred.

· Operational Agility: Ability to adapt and scale processes within a growing boutique firm.

· Comfort with Ambiguity: Thrives in evolving environments and can independently define structure where it does not yet exist.

· Communication: Exceptional written and verbal communication skills.

· Leadership Traits: Independent thinker, proactive problem solver, and strong initiator.