Firm Administrator | Manager (Public Accounting

Firm Administration Manager

The Firm Administration Manager is responsible for leading the day-to-day business operations of the CPA firm, ensuring the firm operates efficiently, profitably, and in accordance with established policies and professional standards. This position serves as the operational leader of the firm, overseeing administration, human resources, information technology, accounts receivable, vendor relationships, facilities, and client service functions.

The Firm Administration Manager works closely with the partners to implement strategic initiatives, improve operational efficiency, support staff, and deliver an exceptional client experience.

Essential Duties and Responsibilities

Firm Operations

• Direct and oversee all administrative functions of the firm.
• Develop, implement, and maintain office policies, procedures, and operational best practices.
• Coordinate firm workflow and administrative support functions.
• Monitor operational performance and recommend process improvements.
• Assist partners with strategic planning, budgeting, and operational initiatives.
• Manage office facilities, equipment, and business insurance.
• Coordinate business continuity and disaster recovery planning.

Human Resources

• Manage recruitment, interviewing, hiring, onboarding, and offboarding processes.
• Administer employee benefits, payroll coordination, PTO, and leave administration.
• Maintain employee personnel files and HR compliance records.
• Coordinate annual performance evaluations and employee development.
• Support employee engagement, retention, and professional development initiatives.
• Ensure compliance with employment laws, firm policies, and workplace regulations.
• Coordinate continuing professional education (CPE) and training programs.

Information Technology

• Serve as the firm's technology administrator and primary liaison with outsourced IT providers.
• Coordinate implementation and maintenance of firm technology systems.
• Manage software licensing, hardware inventory, user access, and security permissions.
• Oversee cybersecurity policies, multi-factor authentication, data backup, and disaster recovery procedures.
• Coordinate implementation of new software applications and technology upgrades.
• Assist staff with technology onboarding and technology-related issues.
• Evaluate technology solutions that improve firm efficiency and client service.

Accounting & Accounts Receivable

• Oversee client billing processes and invoice administration.
• Monitor accounts receivable aging and collection efforts.
• Communicate with clients regarding outstanding balances professionally and effectively.
• Process client payments and maintain accurate financial records.
• Prepare monthly accounts receivable and operational reports for partners.
• Coordinate with partners regarding billing adjustments and collections.
• Assist with budgeting, expense monitoring, and financial reporting.

Vendor & Contract Management

• Manage relationships with software vendors, consultants, office suppliers, and service providers.
• Negotiate pricing, contracts, and renewals.
• Monitor vendor performance and service levels.
• Approve and process vendor invoices.
• Maintain inventory of office equipment and technology assets.

Client Relations

• Ensure exceptional client service throughout all administrative interactions.
• Coordinate new client onboarding and engagement administration.
• Manage engagement letters and administrative client communications.
• Resolve administrative client concerns promptly and professionally.
• Support scheduling and coordination of client meetings.
• Assist with firm marketing initiatives, website updates, and client communications as needed.

Compliance & Risk Management

• Maintain firm licenses, registrations, and required business filings.
• Coordinate document retention and records management policies.
• Ensure compliance with internal controls and confidentiality requirements.
• Assist with quality control initiatives and administrative compliance.

Qualifications

• Bachelor's degree in Business Administration, Accounting, Human Resources, Management, or a related field preferred.
• 5+ years of progressive management experience in a professional services environment.
• Previous experience in a CPA, accounting,…