Firm Administrator

About the Role

Robinson, Farmer, Cox Associates (RFC), founded in 1953, is a firm of Certified Public Accountants providing tax preparation, financial statement audits, and consulting services across Virginia. The CPA Firm Administrator is a key leadership role responsible for the operational, administrative, and financial management of the firm, ensuring efficiency, staff support, and outstanding client service while allowing partners to focus on strategic growth.

Responsibilities

• Operational Management
  • Oversee daily operations, firm-wide events, scheduling, office communications, and workflow management.
  • Monitor and optimize internal processes for efficiency, accuracy, and compliance.
  • Manage relationships and contracts with vendors, service providers, and technology partners.
  • Serve as the primary point of contact for IT support and software vendors.
  • Assist with partners' meetings, including agenda development and materials coordination.
  • Provide coordination and supervision over IT security, backups, and updates; work closely with the Firm’s Network Administrator.
• Financial Oversight
  • Prepare and assist the Treasurer in managing the firm’s annual budget; monitor actuals vs. budget and provide regular reports to partners.
  • Document policies and procedures for financial management.
  • Oversee billing, accounts receivable, and accounts payable processes.
  • Supervise payroll processing, employee benefits administration, and expense reimbursement.
  • Collaborate with partners on financial planning, forecasting, and profitability analysis.
• Human Resources & Staff Leadership
  • Assist in procuring and evaluating employee benefits.
  • Assist in training administrative and support staff.
  • Support the HR Manager in developing and implementing staff policies, performance evaluations, and professional development programs.
  • Foster a positive, collaborative, and professional office culture.
• Client & Engagement Management
  • Support partners in managing client engagements to meet deadlines, deliverables, and expectations.
  • Serve as a point of contact for the firm’s legal counsel.
  • Monitor client satisfaction and implement service delivery improvements.
• Compliance & Risk Management
  • Ensure compliance with federal, state, and local regulatory bodies, including VBOA, IRS, and AICPA requirements.
  • Maintain confidentiality and security of sensitive client and firm information.
  • Oversee internal controls, including technology and financial processes, and document retention policies.
• Strategic Leadership & Growth Support
  • Collaborate with partners on long-term strategic planning, business development, and operational improvements.
  • Oversee and facilitate general marketing activities, including social media, website updates, and marketing materials.
  • Analyze operational data to identify trends, inefficiencies, and growth opportunities.
  • Participate in implementing new technologies, service lines, or practice management tools.
  • Represent the firm at industry-related meetings, organizations, and societies.

Qualifications

• Required
  • Bachelor’s degree in Business Administration and Management, Accounting, Legal Finance, or a related field; MBA, CPA, or JD preferred.
  • Minimum of 5 years of experience in office management, accounting firm operations, or administrative leadership.
  • Strong understanding of accounting and tax workflows, financial management, and firm operations.
  • Proficiency with accounting software (e.g., QuickBooks, Xero) and Microsoft Office Suite.
  • Demonstrated leadership, organizational, and project management skills.
  • Excellent written and verbal communication abilities.
  • High level of discretion, integrity, and professionalism.
• Preferred
  • Experience in a CPA or professional services firm environment.
  • Familiarity with payroll, HR, and benefits administration.
  • Knowledge of regulatory compliance and audit processes.
  • Experience with CRM or practice management software.

Benefits

• 100% employer-paid health insurance
• Dental and vision insurance
• Life insurance
• Retirement Plan (401K)
• Paid Time Off (PTO)
• Gym reimbursement
• Professional development opportunities