Firm Administrator

Current • Greensboro, NC

8d • Hybrid

About The Position

The Director of Firm Administration provides firmwide leadership for administrative operations, personnel, facilities, workflow systems, and operational improvement initiatives. This position leads the firm’s administrative team and ensures consistent, efficient, and professional support across all office locations. Working closely with firm leadership, the Director identifies opportunities to improve administrative processes, implement technology and operational enhancements, maintain accurate firm and client information, and reduce the administrative burden on partners and other client-service professionals. This role requires a hands-on, resourceful leader who can effectively manage people, projects, systems, and competing priorities in a growing professional-services environment.

Requirements

• Bachelor’s degree preferred; equivalent professional experience will be considered.
• Seven or more years of progressive experience in administration, operations, office management, or a related function.
• Three or more years of experience directly managing employees.
• Demonstrated experience improving processes, implementing systems, and managing complex projects.
• Proficiency with Microsoft 365 and the ability to quickly learn practice-management, workflow, and other business applications.
• Strong administrative, operational, and people-management capabilities.
• Ability to recruit, train, coach, motivate, and hold employees accountable.
• Ability to work independently, establish priorities, and manage projects from planning through implementation.
• Strong judgment, initiative, resourcefulness, and problem-solving skills.
• Ability to anticipate potential issues and develop effective contingency plans.
• Excellent analytical, critical-thinking, and decision-making abilities.
• Strong conflict-resolution skills and the ability to deliver clear, constructive feedback.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to communicate succinctly, listen carefully, and adapt communication to different audiences.
• Professional, tactful, neutral, and flexible when working with diverse personalities and competing priorities.
• Collaborative leadership style and ability to build effective relationships at all levels of the firm.
• High degree of discretion when handling confidential employee, client, and firm information.
• Consistently reliable, organized, and attentive to detail.
• Comfortable managing multiple projects and daily operational responsibilities in a fast-paced environment.
• Willingness to travel periodically among firm office locations, as needed.

Nice To Haves

• Experience supporting multiple offices or leading firmwide administrative operations strongly preferred.
• Experience in public accounting, legal, financial services, consulting, or another professional-services environment preferred.

Responsibilities

• Provide direct leadership and management to administrative employees across all firm locations.
• Recruit, onboard, train, coach, evaluate, and, when necessary, manage corrective action or termination in partnership with firm leadership and Human Resources.
• Develop and maintain accurate job descriptions, performance expectations, and training plans for administrative positions.
• Establish consistent cross-training practices to maintain effective administrative coverage during absences, peak periods, and employee transitions.
• Assess administrative staffing requirements and allocate work to maintain balanced workloads, service levels, and appropriate overtime.
• Recommend starting compensation, annual salary adjustments, promotions, and other personnel actions for administrative employees.
• Promote accountability, collaboration, professional development, and continuous improvement throughout the administrative team.
• Oversee the administrative responsibilities associated with the firm’s marketing function, including proposals, website updates, social media coordination, employee events, and related activities.
• Develop, maintain, and standardize firmwide administrative procedures, manuals, systems, templates, and forms.
• Identify inefficiencies and lead the implementation of process, technology, and workflow improvements.
• Proactively identify opportunities to reduce administrative and nonbillable responsibilities for partners and client-service professionals.
• Evaluate and recommend significant investments in administrative systems, software, equipment, and other operational resources.
• Stay informed about office automation, technology, and professional-services administration trends.
• Lead the implementation of administrative initiatives approved by firm leadership.
• Manage the firm’s workflow and project-tracking systems and maintain the accuracy and integrity of related information.
• Maintain accurate client information across the firm’s practice-management and operational systems.
• Oversee electronic filing and recordkeeping practices and help administer the firm’s record-retention policies.
• Coordinate logistics, materials, and administrative support for partner meetings, leadership retreats, town halls, tax-season events, and other firmwide meetings.
• Develop meeting agendas and ensure appropriate follow-up on decisions and action items.
• Participate in relevant firm committees and contribute to broader operational planning and decision-making.
• Establish meaningful administrative service standards and monitor performance against those expectations.
• Provide leadership for facilities management across all firm locations, ensuring each office maintains a professional, organized, and welcoming environment.
• Establish and maintain appropriate physical security procedures for each office.
• Coordinate the selection and purchase of office furnishings, signage, equipment, and décor.
• Oversee routine office maintenance, cleaning, painting, repairs, and general upkeep.
• Coordinate administrative and logistical requirements for office relocations, expansions, renovations, and new locations.
• Ensure the efficient operation and maintenance of general office equipment, partnering with Information Technology when appropriate.
• Evaluate office-space utilization and recommend improvements that support productivity, collaboration, and future growth.
• Manage relationships with landlords, vendors, service providers, and other facilities partners as assigned.

Benefits

• Health, Dental, and Vision Insurance (with options for fully paid employee only coverage for health and dental)
• Company-Paid Life and Long-Term & Short-Term Disability Insurance
• Ancillary Benefits such as supplemental life insurance, critical illness, and accident insurance
• Classic Safe Harbor 401(k) Plan with employer contributions
• Opportunities for professional growth, learning, and development including access to Becker and LinkedIn Learning

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: Associate degree