Firm Administrator

Professional services firm of 35-40 employees is actively seeking a Firm Administrator with administrative and human resource experience and excellent interpersonal skills and organizational abilities. This is a full time, overtime pay exempt position and is available due to our current administrator's upcoming move out of the state.

 

The firm is well established and offers a very professional working environment in a community of 100,000 people.  Compensation and benefits are competitive and dependent on experience and qualifications.  Please reply with cover letter with salary requirements and resume.  EOE.

 

Summary of Responsibilities:

 

The Firm Administrator position encompasses a wide range of activities with involvement in all phases of administration, personnel, finances, facilities, and marketing.  The Firm Administrator puts the firm?s needs first and works closely with the Managing Shareholder 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.

 

Essential Functions:

 

Administration:Supervises office work flow to regulate and maintain a balanced workload for administrative staff with minimum overtime. Standardizes office procedures, systems, and forms.  Recommends system revisions and implements new forms and procedures as necessary. Researches and recommends purchase, lease or rental of necessary office equipment.  Negotiates contracts with vendors. Stays abreast of trends in office technology and recommends improvements to existing systems to ensure the utilization of the most cost effective equipment. Supervises an efficient filing system for clients and administrative files. Schedules and assists at shareholder meetings and retreats.  Prepares and distributes agendas and minutes. Schedules and assists at firm wide meetings and events.  Prepares and distributes agendas and minutes as appropriate. Evaluates and reviews coverage comparisons for all insurance annually.  Recommends appropriate revisions. Directs preparation and maintenance of office procedures manual and implements and monitors procedures. Maintains the firm vacation and out of the office schedule, to ensure adequate coverage for client and firm needs.

 

Personnel:

 Recruits, interviews, and hires candidates for administrative positions. Assigns responsibilities and supervises administrative staff; develops training programs and career paths for administrative staff; reviews performance and determines compensation program for administrative staff. Prepares recruiting literature and coordinates recruiting programs. Assists management in interviewing accounting staff. Administers all employee benefit programs.  Recommends revisions to maintain a competitive compensation and benefit package.  Negotiates contracts with benefit vendors to provide maximum benefits at lowest cost. Directs new employee orientation program. Maintains personnel files with current information. Monitors personnel evaluation system. Maintains personnel manual in accordance with applicable employment laws and guidelines.  Updates personnel policies.  Prepares/coordinates preparation of job descriptions.  Communicates and interprets policies to all employees. Prepares annual and mid-year review materials for all staff.  Monitors the firm?s annual and mid-year review processes.

 

Finance:

 Approves all expenditures and signs checks. Supervises the internal accountant and the position?s functions and procedures. Develops and maintains control over purchasing of equipment and supplies.

 

Facilities:

 Supervises office maintenance to achieve a neat, clean, professional appearance. Supervises selection, purchase, and coordination of office furniture and accessories. Analyzes space utilization and recommends revisions as needed; plans and directs office moves and renovations. Serves as liaison with building maintenance contractors; responsible for physical operation of the facility.

 

Marketing/Public Relations:

 Maintains a coordinated firm image for the firm?s printed materials. Assists personnel with development, implementation, and maintenance of various marketing materials and activities. Assists with development of strategic and marketing plans. Assists with development of marketing program.

 

Other Functions:

 Supervises the client due date system to ensure all work is completed in a timely manner.  Supervises the communication of deadlines and work load conflicts to shareholders as needed to ensure timely completion of work. Assists in planning and budgeting for internal and external CPE programs, as well as for other in-house training programs. Maintains professional license records and CPE records for accounting staff, and files the necessary reports. Relieves shareholders of administrative responsibilities as requested. Performs such other duties as may be assigned. Maintains own knowledge and skills, including awareness of current events which may impact the firm.

 

Education, Experience, and Skills Required:

 Human resource certification such as PHR or SPHR or equivalent work experience or education. At least two (2) years? experience supervising and managing personnel. Preferably experience in a professional service industry. Well-developed interpersonal skills.  Ability to get along well with diverse personalities; tactful, mature, and flexible. Ability to operate independently and ?self manage? projects. Sound administrative skills.  Well-developed management skills. Proven ability to recruit, train and motivate personnel in order to balance staffing strength with profitability and growth. Ability to establish credibility and be decisive, but able to recognize and support the firm?s preferences and priorities. Participative management style; advocates team concept. High energy level, comfortable performing multifaceted projects in conjunction with normal activities and associated deadlines. Excellent written and verbal communication skills.