Firm Administrator & Office Manager for CPA Firm

La Quinta, CA 92253

Posted: 03/15/2023 Industry: Admin/Clerical Job Number: 1657120

Job Description

Our client, a local CPA firm, is seeking a Firm Administrator & Office Manager to facilitate smooth day-to-day operations for the firm. Known for its strong reputation and integrity, the CPA firm has earned the trust of many influential businesses and leaders in the region over the decades.

Reporting directly to the Managing Partner, the Firm Administrator & Office Manager will be integral in formulating management goals and carrying out policies and procedures established by the partners to ensure timely completion of all client work. In addition, the Firm Administrator shall be involved in all areas of human resources and will act as the liaison between partners, staff and the administrative team.

The CPA firm specializes in a broad spectrum of financial services that go beyond traditional income tax preparation, including tax planning, estate planning, accounting and bookkeeping services, attestation/audits, fraud prevention/forensic accounting, business valuations, and advisory and business consulting.

In this position, you will:

Regulate and maintain a balanced workload for administrative team with a minimum of overtime;

Maintain of master client database (Practice Management Software) and issue new client reports as well as assimilate new clients into firm system and revise firm records as appropriate to monitor clients gained and lost;

Monitor client due dates to ensure all work is completed in a timely manner;

Standardize firm processes, make recommendations for process revisions and ensure compliance with all administrative procedures;

Manage and control the purchase of supplies and equipment so that so that adequate inventory is maintained in all areas and stay abreast of trends in office automation and systems;

Arrange for regular office equipment maintenance and negotiate service contracts;

Attend all requested partner and manager meetings, handling any physical arrangements as needed. Work with Managing Partner to prepare and distribute agendas as well as minutes and summaries following the meetings, as well;

Administer staff meetings and Zoom meetings, as necessary, and lead the annual State of the Firm each January/February;

Attend all Tax Committee and A&A Committee meetings as a management representative, serving as management resource person for both committees;

Work with Tax Administrative Committee to establish forms, procedures and guidelines to promote the efficient operation of the individual income tax area;

Maintain all firm insurance records. Provide directors with cost and coverage comparisons as needed. Recommend appropriate revisions, additions or deletions to coverage.

Facilitate all firm social events to show appreciation for the entire team. Lead the formation of special committees are formed to determine and carry-out the details;

Supervise upkeep of building and grounds, and take the lead in the build-out of any new firm office space, working with contractors and building management;

Help with administrative tax processing of individual returns during the busiest times;

Responsible for all human resources activities for the firm, including all hiring and recruiting activities;

Work as HR/Training Manager with the Controller to provide new employee orientation;

Supervise maintenance of personnel files and formal performance evaluation processes for all personnel, including being involved in all staff review sessions;

Maintain personnel guide in accordance with applicable employment laws and guidelines;

Supervise administration of employee benefits programs and make recommendations on revisions to maintain a competitive compensation and benefits package. Negotiate contracts for employee insurance and benefits to provide maximum benefits at lower cost. Supervise the administration of firm 401k pension plan and Flexible Benefit Plan;

Supervise time and billing system along with preparation of firm budget as directed by Managing Partner;

Responsible for the coordination/supervision of all marketing efforts and sponsorships;

Serve as management representative in charge of the firm' s internal technology operations, including supervision of the firm' s Information Technology service provider and other internal technology team members;

Maintain current knowledge of developments in computer hardware and software as related to CPA firm operation and maintains an efficient digital filing system while coordinating destruction or deletion of unnecessary files and documents;

Control office workflow to regulate and maintain a balanced workload for administrative team;

Responsible for most formal communications from Partners to Staff Team.


Excellent working knowledge of PCs and advanced computer skills with Microsoft Office;

Ability and willingness to learn various firm software to assist in administration;

Ability to work under the stress of maintaining proper liaison between members of management team, employees, and clients;

Ability to exchange information clearly and concisely, and to present ideas and report facts;

Ability to handle multiple tasks while remaining organized and flexible should there be a need to re-prioritize if necessary;

Ability to comprehend consequences of various situations and make appropriate individual{s) aware of the situations to facilitate decision-making;

Ability to work effectively in a professional office environment and possess an executive presence in dress, speech, and manner;

Ability to manage own workflow with minimal supervision, and resolve complex questions and problems with members of management team;

Good communication and organization skills while exhibiting accuracy when working with details paying special attention to grammar, spelling and punctuation.

$70k-$80k (DOE)
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