Firm Administrator

PURPOSE

The role of the Firm Administrator (FA) is to coordinate and supervise all administrative processes and procedures, including involvement in the tax, A&A, consulting and general office policies and procedures.  The FA is responsible for hiring, supervising, coaching, mentoring, evaluating and, if needed, terminating staff. The firm administrator often acts as the liaison between owners and staff.

REPORTS TO

The Partnership Group

KEY SUCCESS FACTORS

• Leadership and project management skills, including the ability to successfully coach and mentor administrative professionals.
• Broad-based business operational knowledge
• Organizational skills and the ability to implement directives from firm Partners
• Maintain flexibility
• Remain calm in stressful situations
• Lead by example

RESPONSIBILITIES
 

• Interview candidates for all positions and make recommendations to management
• Recruiting (On-Campus, Career Fairs, Networking, etc.)
• Host orientation for all employees
• Acquaint new employees with firm personnel and procedures
• Manage the process and see that appropriate forms are completed
• Train new administrative employees

• Direct work of administrative and IT staff
• Evaluate work of administrative and IT staff; make promotion and firing recommendations to management
• Monitor non-productive hours of all professional staff
• Serve as liaison between staff & Partners

• Maintain personnel files
• Responsible for employee benefits (renew, update, etc.)
• Responsible for payroll tax filings
• Monitor personnel evaluation system; see that evaluations are completed on time and by appropriate reviewer
• Schedule CPE courses and maintain records for professional staff
• Monitor vacation schedules, sick days, etc.
• Notify employees of changes in benefits, working hours, meetings, holidays and other information

• Standardize office procedures, systems, forms, equipment
• Make recommendations regarding new systems, forms, equipment
• Maintain office equipment
• Keep abreast of new developments in office procedures and firm administration
• Coordinate and arrange staff meetings and firm social events
• Assist with firm public relations, issue press releases
• Assist with production of firm brochures and promo materials
• Keep firm administrative manuals current
• Keep the firm library and templates up-to-date
• Assist with production of firm digital newsletter
• Maintain firm marketing database
• Responsible to keep business insurance current
• Coordinate firm’s peer review (every 3-years)

• Join relevant professional organizations and attend events as a representative of the firm
• Make cold calls and set appointments
• Serve as initial contact with potential leads for new business
• Monitor acquisition opportunities
• Prepare Proposals for Partner review/approval

• Supervise timekeeping system
• Coordinate monthly billings and statements
• Monitor billing realization
• Assist with collection of over-due accounts
• Serve as back-up for firm bookkeeping and payroll

• Monitor client due dates; supervise timely delivery of client work
• Prepare long-range work schedules
• Assist management with scheduling of current work

KEY PERFORMANCE INDICATORS

• Retention of talented people
• Accomplish completion of all administrative and IT functions
• Internal client satisfaction with the efficiency of client service processes
• Team satisfaction based on team feedback surveys
• Development of new business opportunities

QUALIFICATIONS/SKILLS AND EXPERIENCE AND PERSONAL ATTRIBUTES

• Degree in Business Administration or equivalent experience
• Prior experience in professional service firm (preferably a public accounting firm)
• Strong organizational development and process improvement skills
• Exceptional verbal and written communication skills
• Executive presence in manner and word
• Strong project management and leadership skills.
• Ability to coach and inspire others
• Ability to multi-task and work in periodically stressful environment
• Strong work ethic and a flexible demeanor with the ability to change direction on short notice
• Leads by example
• Willing to perform limited in-State travel (as needed)

Reilly, Penner & Benton (RPB) CPA's is a PCAOB registered firm that has been serving non-profit organizations, closely held businesses, government and municipal agencies and providing employee benefit plan services to private and publicly-traded entities in the Midwest region since 1907; we are actually the oldest registered CPA firm in Wisconsin.

Our firm provides financial statement audits, reviews, and compilations; employee benefit plan audits; tax preparation and planning; bookkeeping and accounting support; as well as fraud prevention and consulting services. Because our firm is larger than a small, local firm but smaller than a regional firm, our clients benefit from a combination of extensive partners’ level contact and a service team large enough to get work done efficiently and effectively.

We provide services to:

• Individuals
• Non-profit organizations
• Closely-held businesses
• Employee benefit plans
• Government agencies
• Choice and charter schools
• Publicly traded companies