FIRM ADMINISTRATOR

Cavanaugh & Co., LLP is a well-established, full-service CPA firm based in Sarasota, Florida. We are built on decades of expertise, trust, and a commitment to excellence. We believe in fostering a collaborative and inclusive work environment where every team member is empowered to thrive and grow. The firm recognizes that its staff are their greatest assets, and you'll play an integral part in maintaining the supportive, people-first culture.

About the Role

Cavanaugh & Co., LLP is seeking an experienced and highly organized Firm Administrator to join our team. This vital role combines administrative excellence with team leadership, ensuring smooth office management and effective vendor and human resources coordination. You'll be instrumental in the firm's recruiting, hiring, and onboarding process. Benefits administration falls under your purview, and you'll be the point of contact for questions regarding benefits, payroll, and firm policies and procedures. Additionally, you'll support the firm's marketing and business development efforts.

The ideal candidate will foster a welcoming atmosphere while maintaining high standards of professionalism, efficiency, and confidentiality.

Responsibilities

• Coordinate building maintenance, repairs, and safety or environmental issue resolution.
• Oversee daily administrative functions and ensure efficient internal operations across the firm.
• Human Resources Management—functions such as onboarding new employees, payroll processing, maintaining personnel records, and benefit administration.
• Coordinate event planning activities for firm functions or community outreach programs.
• Perform detailed account reconciliation, balance sheet reconciliation, and financial analysis with precision.
• Record accounting transactions and report financial information timely and accurately.
• Evaluate, review, and renew medical, professional liability, and business owner policies.
• Handle incoming and outgoing client communications, including phone calls, emails, and faxes with efficiency and discretion.
• Manage accounts receivable and accounts payable processes, including billing and collections follow-up.
• Ensure compliance with office policies and procedures while fostering a positive work environment through effective communication and team management.
• Oversee IT support.

Requirements

• Bachelor's degree.
• 3+ years of experience in CPA firm administration, professional services operations, office management, or administrative leadership.
• Experience supporting billing, collections, financial coordination, or administrative accounting processes.
• Strong understanding of general ledger accounting and reconciliations.
• Experience with accounting software (e.g., QuickBooks) and Microsoft Office (Word, Excel, Outlook).
• Strong organizational, communication, problem-solving, and interpersonal skills.
• Knowledge of human resources practices including onboarding, training & development, and employee relations.
• Exceptional communication skills coupled with professional phone etiquette and customer service orientation.
• Positive, team-oriented mindset, passion for helping others succeed.
• Professional judgment and discretion when handling confidential information.

Schedule

Must be available on-site Monday-Friday 8am-5pm to ensure smooth daily operations.

Benefits

• Salary from $70,000 per year, pay commensurate with experience and qualifications.
• 401(k) with employer matching.
• Paid Time Off (PTO).
• Health, Dental, and Vision Insurance.

Work Location: In person