Firm Administrator

Robinson Farmer Cox Associates•Charlottesville, VA

just now•$125,000 - $175,000•Hybrid

About The Position

Robinson, Farmer, Cox Associates (RFC) was founded in 1953 as a firm of Certified Public Accountants. RFC provides tax preparation and consultation, financial statement audits, and consulting services throughout Virginia from five offices. RFC serves governments, individuals, businesses, and non-profit entities, recognizing that each client is unique and important. With more than 70 years of service, RFC offers a stable, collaborative environment and a strong commitment to developing its people. The Firm Administrator is a key leadership role responsible for assisting in the operational, administrative, and financial management of the firm. This individual ensures that the firm runs efficiently, staff are supported, and the partners can focus on serving clients and developing the next generation of firm leaders. The role requires a blend of leadership, financial acumen, process improvement, and interpersonal skills. The Firm Administrator will act as the central point of coordination across all offices. A critical task is to strengthen collaboration across the firm’s five offices, building firm-wide relationships, processes, and efficiencies so RFC operates as a cohesive company. The firm is focused on sustaining its current client base and workload while developing its next generation of managers and partners. This role is centered on operational excellence and talent development rather than business development. This is a hands-on role that combines strategic initiatives with routine daily office administration. Reporting and Location: The position is based in the firm’s Charlottesville office. The position will report to the Executive Committee and more routinely to the Firm’s Managing Director. The Firm Administrator works closely with the firm’s Managing Director, who provides day-to-day direction, while the Executive Committee sets annual goals and conducts the performance evaluation. Regular travel to the firm’s other offices is expected.

Requirements

Bachelor’s degree in business administration, Accounting, Finance, or a related field; MBA or CPA preferred.
Minimum of 7 years of experience in administration leadership (with a preference for experience with accounting firm operations), office management, or administrative leadership.
Understanding of accounting and tax workflows, financial management, and firm operations.
Proficiency with accounting software and the Microsoft Office Suite.
Demonstrated leadership, organizational, and project management skills.
Experience with process improvement and workflow analysis.
Demonstrated ability to lead change and influence without direct authority.
Strong relationship-building skills with partners and staff at all levels.
Comfort moving between strategic projects and routine administrative tasks.
Excellent written and verbal communication abilities.
High level of discretion, integrity, and professionalism.

Nice To Haves

Experience in a CPA or professional services firm, including firms with multiple offices.
Familiarity with payroll, HR, and benefits administration.
Knowledge of regulatory compliance, peer review, and audit processes.
Experience with practice management, tax, and audit software, such as Thomson Reuters and Wolters Kluwer.
Experience evaluating and implementing software, ideally in a professional services setting.

Responsibilities

Oversee the daily operations of the firm, including financial activity, office communications, and workflow management.
Conduct periodic efficiency reviews of administrative, tax, and audit workflows, identifying bottlenecks and recommending improvements. Where specialized expertise is needed, identify and engage outside consultants, manage the engagement, and oversee implementation of approved recommendations.
Manage relationships and contracts with key vendors, service providers, and technology partners to support firm operations.
Monitor the market for audit, tax, and practice management software. Attend vendor demonstrations, evaluate options against firm needs and cost, and present recommendations to the partners.
Coordinate implementation, data migration, and staff training for approved software.
Support Executive Committee and partner meetings, including agenda development, preparation of meeting materials, and follow-up on action items.
Coordinate and communicate with the Firm’ Network Administrator on all tasks related to IT security, backups, and updates, working closely with the firm’s Network Administrator.
Serve as a secondary point of contact for the firm’s legal counsel.
Foster relationships and communication across offices through firm-wide meetings, events, and regular visits to each location.
Identify processes, policies, and systems that differ by office, and lead efforts to standardize them where it improves efficiency or consistency.
Coordinate shared resources across offices, including staff sharing during peak periods, joint training, and common vendors and contracts.
Promote knowledge sharing among offices, including industry expertise, templates, and best practices.
Serve as the primary liaison between the Executive Committee and office-level administrative staff.
Monitor cash flow as well as billing, accounts receivable, and collections, including WIP and realization reporting to the partners.
Monitor the annual firm budget and provide monthly financial reporting for the firm and each office.
Coordinate renewals of professional liability, cyber, and general insurance coverage.
Supplement the Firm accounting processes as needed and maintain related records.
Review internal accounting records and reconciliations for accuracy.
Obtain and compare quotes for health insurance and other employee benefits, and coordinate annual renewals.
Oversee office supplies, equipment, and general administrative needs across all offices.
Work with the HR Manager to develop and implement staff policies, performance evaluations, and professional development programs.
In coordination with the partners and HR Manager, develop and administer a defined career path from senior staff to partner, including competency expectations at each level, evaluation criteria, mentoring, and leadership development.
Monitor new trends in staff benefits and upcoming legal changes to the required staff benefits and provide recommendations.
Foster a positive, collaborative, and professional office culture.
Maintain or improve the firm’s engagement tracking and due-date monitoring systems and report status to the partners.
Gather client feedback and support partners in improving service delivery.
Administer and monitor the firm’s systems supporting compliance with regulatory and professional requirements, including VBOA, IRS, and AICPA requirements.
Track CPE, including Yellow Book CPE, and professional license renewals for all staff and the Firm.
Coordinate peer review logistics and administer annual independence confirmations.
Maintain the firm’s Written Information Security Plan and data-security safeguards for the tax practice.
Oversee internal controls over technology and financial processes, and maintain the firm’s document retention policies.
Collaborate with the Executive Committee on long-term planning, with a focus on partner succession, workload capacity, and operational improvements.
Support partner retirement transitions, including coordinating client transition plans, knowledge transfer, and related administrative matters.
Oversee marketing activities that support the firm’s reputation, recruiting, and client retention, including the website, social media, and firm materials.
Analyze operational data such as workload, capacity, realization, and staffing to identify inefficiencies and support resource planning across offices.
Represent the firm in professional organizations, societies, and industry meetings.