Firm Administrator - Redlands, CA or Franklin, TN

Smith Marion & Co., Inc.

Franklin (CA)

On-site

USD 90,000 - 120,000

Full time

14 days+

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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 Christmas Eve - New Year

Job summary

Smith Marion & Co., Inc. is 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. The role partners with the CEO, CFO, COO, and Principals to oversee operational, administrative, human resources, and infrastructure functions, ensuring scalable processes, strong vendor management, and reliable information

Qualifications

Bachelor’s degree preferred in business, HR, management, accounting, or related field.
Five or more years of progressive leadership experience in firm administration, operations, HR, or professional services management required.
Experience supporting executive leadership teams and managing organization-wide operational initiatives required.

Responsibilities

Lead and support operational, administrative, HR, and infrastructure functions across the firm.
Partner with CEO, CFO, COO, and Principals to support firm strategy, operational excellence, and growth.
Oversee day-to-day firm operations across all office locations ensuring efficiency, consistency, and accountability.
Develop and improve operational systems, workflows, and administrative infrastructure.
Manage vendor relationships, software platforms, insurance, leases, and service agreements.
Provide leadership for HR programs, policies, and systems supporting the employee experience.
Supervise IT coordination and firm-wide technology, cybersecurity, and continuity initiatives.
Guide Office Managers to maintain alignment across locations.
Prepare operational reports, KPI tracking, and leadership materials for meetings.

Skills

Executive presence

Strategic thinking

Organizational development

Process improvement

Communication

Problem-solving

Change management

Confidentiality

Education

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

Tools

Practice management software

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 effectively 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 office locations while ensuring operational efficiency, 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 effectively 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 Office Managers while ensuring consistency and operational alignment across office 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 effectively 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