Position Purpose
The Director of Firm Administration position is both a strategic and operational position that encompasses a wide range of activities with involvement in all phases of administration, vendor relationships, HR administration, facilities and operations. The Director of Firm Administration works closely with the Partners on firm-wide policy setting, problem solving and decision making. The person is responsible for planning, organizing, directing and controlling the day-to-day operations of the firm and for directing the implementation of firm policies.
Performance Expectations
- Work from the office at least 4 days a week
- Recruit, hire and onboard and offboard all administrative and professional staff members
- Standardize all office procedures, forms, and equipment to ensure that the firm and personnel are both efficient and productive
- Serve as a link between administrative and professional staff and management
- Act as a resource for administrative and professional staff members regarding the firm’s policies, benefits, and procedures
Position Reports To
Managing Partner
Position Responsibilities
The primary responsibilities of the Director of Firm Administration are :
Administration
Standardizes office procedures, systems and formsRecommends system revisions and implements new forms and procedures as necessaryResearches and recommends purchase, lease or rental of necessary office fixtures, equipment, computers and softwareArranges for regular office equipment maintenance and negotiates contracts with vendors, including software vendorsStays abreast of trends in office automation and recommends improvements to existing systems to ensure the utilization of the most cost effective equipment and softwareSchedules and assists at partner meetings and retreatsEvaluates and reviews coverage comparisons for all insurance annually and recommends appropriate revisionsDirects preparation and maintenance of office procedures manual and implements / monitors proceduresMaintains efficient incoming and outgoing mail and electronic communicationsSupervises maintenance of the firm’s library, including organization, cataloging and software subscriptionsFacilities
Supervises facility maintenance to achieve a neat, clean, professional appearanceAnalyzes space utilization and recommends revisions as needed; plans and directs office moves and renovationsServes as liaison with building maintenance contractors; responsible for physical operation of the facilityTakes responsibility for office securityEnsure the firm’s facilities comply with all local, state, and federal regulations, including safety codes, building standards, and accessibility requirements.Professional Development :
Demonstrates a strong commitment to the firmAttends seminars and programs on the administration of CPA firms, including becoming active in the CPA Firm Management AssociationLearns and uses new technology the firm introduces into the work environmentPersonnel and Recruiting
Recruits, interviews, onboards and offboards candidates for administrative and professional positionsDevelops training programs and career paths for administrative staff and professional staff, as necessaryEnsure compliance with local, state, and federal labor laws and company policiesSupports various HR functions and administers all employee benefit programsRecommends revisions to maintain a competitive compensation and benefit packageNegotiates contracts with benefit vendors to provide maximum benefits at lowest costsPlans and coordinates formatting and scheduling of all firm social eventsDirects new employee orientation programsSupervises the maintenance of personnel files with current informationMonitors personnel evaluation systemMaintains personnel manual in accordance with applicable employment laws and guidelinesUpdates personnel policiesPrepares / coordinates preparation of job descriptionsCommunicates and interprets policies for the partners and all employeesSupervises the maintenance of professional staff CPE recordsSkills and Education Required
Bachelor’s degree, preferably in management, business administration or a related fieldAt least 5 years of experience supervising and managing personnelExperience in a professional service industry, preferably a CPA firm or law firmComputer and software proficiency and competence using all general office equipmentWell-developed interpersonal skillsAbility to get along well with diverse personalities; tactful, mature and flexibleAbility to operate independently and “self-manage” projectsSound administrative skillsWell-developed management skillsProven ability to recruit, train, and motivate personnel in order to balance staffing strength with profitability and growthAbility to establish credibility and be decisive, but able to recognize and support the partnership’s preferences and prioritiesResults and profit-oriented with the ability to balance other business considerations.Strong analytical and reasoning abilitiesParticipative management style; advocates team conceptHigh energy level and comfortable performing multifaceted projects in conjunction with normal activitiesExcellent written and verbal communication skillsIn accordance with the California Pay Transparency Law, the pay range for this position is $100,000 - $160,000 / year. An individual's actual compensation will depend on the individual's qualifications and experience.
Salary : $100,000 - $160,000
