Firm Administrator

Guinn, Vinopal & Zahradka LLP; Hudson (WI); On-site; USD 60,000 - 85,000; Full time

Job summary

Guinn, Vinopal & Zahradka LLP is seeking a highly organized Firm Administrator to support two Wisconsin offices (New Richmond and Hudson). You will manage payroll coordination, onboarding, IT liaison duties, benefits, and annual reviews, while aiding budgeting and billing processes.

This role requires strong communication, organization, and independence. You will lead a small administrative team, help develop employee success plans, and participate in marketing and website updates to enhance

Qualifications

• Bachelor’s degree in a relevant field is required.
• 2+ years of administrative/firm operations experience preferred.
• Strong communication and organizational skills essential.

Responsibilities

• Coordinates payroll processing with the firm’s payroll provider.
• Oversees onboarding and trains new team members.
• Interfaces with IT provider, attends meetings and communicates needs.
• Identifies process improvement opportunities and reports to Partners.
• Supports employee development plans, training, and mentoring.
• Maintains employee benefits and annual review metrics.
• Prepares monthly financial statements and assists in budgeting.
• Manages 4–6 administrative staff, including seasonal staff during tax season.
• Oversees marketing efforts, website and social media updates.
• Pursues training opportunities and protects client/firm confidentiality.

Skills

Excellent communication

Public speaking

Customer service

Microsoft Office

Organizational skills

Deadline-oriented

Problem solving

Teamwork

Office administration

Adaptability

Education

Bachelor's Degree in Business Administration or related field

Two or more years of applicable experience at a professional services firm

Tools

Microsoft Office Suite

Job description

We are a growing public accounting firm dedicated to providing excellent client service and forward-looking solutions that help our clients reach their personal and business goals.

We are seeking a highly organized and proactive Firm Administrator to join our team. The Firm Administrator will play a critical role in ensuring smooth operations of our two offices (located in New Richmond, WI and Hudson, WI), managing administrative tasks, and supporting our team of accountants. If you are a motivated individual with a passion for organization, efficiency, and continuous improvement, we encourage you to apply.

Responsibilities:

• Coordinates with firm's third-party payroll provider to ensure timely and accurate processing of payroll transactions.
• Oversees onboarding of new team members, including creating onboarding materials and scheduling training.
• Serves as firm liaison with third-party IT provider, attends monthly meetings, and communicates issues and needs for IT.
• Reviews firm processes and procedures to identify improvement opportunities. Communicates improvement opportunities to Partner group.
• Assists in the development of employee success plans, including goal setting, training, continuing education, and mentoring.
• Maintains firm employee benefit offerings and reviews offerings at least annually with outside providers.
• Coordinates annual review information for all firm staff and provides metrics and necessary data to Partner group to administer annual reviews.
• Plans and facilitates staff meetings, including coordinating topics and speakers.
• Assists with firm financial tasks such as preparing monthly financial statements, preparation of draft firm budgets, reviewing accounts payable, collections of accounts receivable, and expense management.
• Manages administrative staff of 4-6, including seasonal staff during tax season (Jan - April 15th).
• Oversees firm's marketing efforts and coordinates updating of website, social media, and the online presence of the firm.
• Actively seeks out and participates in training and continuing education opportunities.
• Protects the confidentiality of client and firm information.

Required Skills/Abilities:

• Excellent verbal and written communication skills.
• Excellent public speaking skills
• Excellent interpersonal and customer service skills.
• Proficient in Microsoft Office Suite.
• Excellent organizational skills and attention to detail.
• Demonstrated ability to meet deadlines and handle pressure in a positive and professional manner.
• Excellent critical thinking and creative problem-solving skills.
• Strong desire to learn new skills.
• Ability to effectively prioritize and work independently or as part of a team.
• Ability to spend time in both our New Richmond and Hudson offices
• Ability to thrive in a changing work environment.

Education and Experience:

• Bachelor's Degree in Business Administration, Human Resources, Accounting, or a related field required.
• Two or more years of applicable experience at a professional services firm preferred.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.