Firm Administrator

Koitecc Solutions

Redlands (CA)

On-site

USD 110,000 - 140,000

Full time

14 days+

Get more replies from employers

Send a job-specific resume in minutes.

Benefits offered by this job

10 paid holidays per year

160 hours of paid time off annually

401(k) profit-sharing plan

Health, dental, and vision insurance

Group life insurance

Paid jury duty

Wellness program

Office closed December 24 – January 1

Job summary

Smith Marion & Co. seeks an experienced Firm Administrator to lead internal operations, HR, and infrastructure across the firm. You will partner with the CEO, CFO, COO and Principals to drive strategy, growth, and organizational accountability.

This executive role requires strong leadership, process discipline, and the ability to implement scalable systems while maintaining a positive firm culture in a professional services environment.

Qualifications

Strong understanding of business operations, organizational leadership, and HR management.
Ability to manage multiple priorities in a fast-paced professional services environment.
Professionalism, discretion, and sound judgment in a leadership role.
Effective communication and collaboration with executives, employees, vendors, and stakeholders.
Attention to detail and accountability across processes.

Responsibilities

Serve as strategic operational partner to CEO, CFO, COO and Principals.
Oversee day-to-day operations across all office locations ensuring consistency and scalability.
Develop, implement, and improve operational systems, workflows, and administrative infrastructure.
Manage vendor relationships, insurance, leases, licenses, telecom, and related service agreements.
Oversee operational reporting, billing coordination, compliance, and systems maintenance.
Provide HR leadership ensuring programs, policies, and processes support objectives and culture.
Supervise IT Coordinator and support technology, cybersecurity, and continuity initiatives.
Coordinate leadership meetings, retreats, and firm events; support recruitment initiatives.
Lead special projects as assigned by leadership.

Skills

Executive leadership

Strategic thinking

Operational execution

Process improvement

Communication

Confidentiality

Change management

Education

Bachelor’s degree in Business Administration or related field

Job description

Smith Marion & Co. is a mid-sized public accounting firm that values exceptional workplace culture, collaboration, and work-life balance. We are seeking an experienced Firm Administrator to lead and support our internal operations. You'll join a dynamic, collaborative environment where your leadership and organizational expertise will directly contribute to the firm's continued success

SUMMARY OF RESPONSIBILITIES

The Firm Administrator serves as a key member of the firm’s leadership team and is responsible for overseeing the operational, administrative, human resources, and infrastructure functions of Smith Marion. This executive-level role partners closely with the CEO, CFO, COO, and Principals to support firm strategy, operational excellence, organizational growth, employee development, and organizational accountability while ensuring the firm’s systems, processes, and operations eectively support the long-term success of the organization.

ESSENTIAL FUNCTIONS

Serve as a strategic operational partner to the CEO, CFO, COO, and Principals while supporting firm-wide initiatives, organizational priorities, and operational planning.

Oversee day-to-day firm operations across all oce locations while ensuring operational eciency, consistency, scalability, and accountability.

Proactively develop, implement, and improve operational systems, workflows, internal processes, and administrative infrastructure.

Manage firm operational resources including vendors, software platforms, insurance, leases, licenses, telecommunications, and related service agreements.

Oversee operational reporting, billing coordination, compliance processes, and firm systems maintenance.

Provide leadership and oversight of the firm's human resources function, ensuring HR programs, policies, systems, and processes eectively support organizational objectives, employee development, compliance requirements, and the overall employee experience.

Supervise the IT Coordinator and support firm-wide technology, cybersecurity, operational continuity, and infrastructure initiatives.

Provide leadership and oversight to Oce Managers while ensuring consistency and operational alignment across oce operations and administrative functions.

Prepare operational reports, leadership materials, KPI tracking, and related information for leadership and Principal meetings.

Coordinate leadership meetings, retreats, firm events, recruiting events, and operational initiatives as needed.

Special projects as assigned by leadership.

JOB QUALIFICATIONS

Strong understanding of business operations, organizational leadership, employment compliance, and human resources management.

Ability to manage multiple priorities and respond eectively in a fast-paced professional services environment.

Ability to maintain professionalism, confidentiality, discretion, and sound judgment in a leadership role.

Ability to effectively communicate and collaborate with Principals, executive leadership, employees, vendors, and external stakeholders.

Strong attention to detail with the ability to improve processes and drive accountability.

Ability to work independently while effectively leading cross-functional operational initiatives.

Ability to hold employees, managers, and team members accountable in a professional, constructive manner while maintaining trust, respect, and a positive firm culture.

Ability to respectfully challenge and hold Principals and executive leadership accountable while supporting firm-wide alignment and priorities.

WORKING CONDITIONS

Involves work in a professional office environment performing multiple operational and leadership responsibilities concurrently.

This position requires an in-office presence and is not eligible for full-time remote work.

Overnight travel and overtime are required.

Travel between office locations, firm meetings, conferences, and other business-related functions is required.

Must maintain a professional presence that positively represents the firm to employees, clients, vendors, and external stakeholders.

EDUCATION/EXPERIENCE

Bachelor’s degree in Business Administration, Human Resources, Management, Accounting, or related field preferred.

Five or more years of progressive leadership experience in firm administration, operations, human resources, or professional services management required.

Experience supporting executive leadership teams and managing organization-wide operational initiatives required.

Experience with operational software and practice management systems preferred.

KEY COMPETENCIES