Firm Administrator
Overview
Vantage HR Consulting, LLC is hiring a Firm Administrator on behalf of Updegrove, McDaniel, McMullen & Chiccehitto, PLC, headquartered in Leesburg, Virginia. For the past 50 years, UMMC has provided accounting and financial planning services to businesses and individuals.
Beyond compliance, UMMC is a trusted partner to corporate and individual clients, helping them make informed decisions and maximize their financial opportunities.
Position Summary
The Firm Administrator is responsible for overseeing the day-to-day administrative, human resources, financial, and business operations of the firm. This role serves as a key point of contact for employees, partners, vendors, and outside service providers and ensures that the firm's administrative processes, employee programs, financial records, policies, and business obligations are managed accurately and efficiently.
The Firm Administrator oversees human resources administration from recruiting and onboarding through payroll, benefits, performance management, and employee separations. This position also manages core business functions including accounts payable and receivable, financial reporting, banking, insurance, contracts, office operations, and compliance-related administrative requirements.
The Firm Administrator supervises the firm's administrative team and works closely with the firm's Partners to support the overall operation and continued success of the firm.
Key Responsibilities
Human Resources-
- Oversee day-to-day HR administration, including recruiting, onboarding, personnel records, employee relations, and terminations.
- Administer payroll, employee benefits, open enrollment, 401(k), PTO, sick leave, and holiday programs.
- Coordinate performance management processes and maintain related employee documentation.
- Maintain and update the Employee Handbook, policies, and procedures.
- Ensure compliance with required employment documentation and maintain confidentiality of employee information.
- Oversee day-to-day business operations and administrative functions.
- Manage accounts payable/receivable, financial records, P&L reporting, bank accounts, credit cards, and expense reconciliation.
- Manage office leases, utilities, insurance policies, contracts, vendors, and independent contractor agreements.
- Respond to required government surveys, filings, and other business compliance requirements.
- Maintain accurate and organized business records and coordinate contact with vendors and service providers.
- Supervise and support the administrative team, including weekly team meetings, prioritization, and support.
- Ensure consistent administrative processes and procedures across locations.
- Identify and implement opportunities to improve operational efficiency, technology, and internal processes.
- Maintain relationships with benefit providers, insurance representatives, bank representatives, and other outside partners.
- Attend annual and quarterly vendor meetings and coordinate follow-up on action items.
- Evaluate vendor services and identify opportunities to improve service, efficiency, and cost-effectiveness.
Qualifications
- Bachelor's degree in Business Administration, Human Resources, Accounting, or a related field preferred; equivalent professional experience will be considered.
- 5+ years of experience in office administration, human resources, business operations, accounting administration, or a similar role.
- Experience managing multiple administrative functions with a high degree of independence.
- Working knowledge of payroll, employee benefits, HR administration, and employment documentation.
- Experience with accounts payable, accounts receivable, financial recordkeeping, and bank/credit card reconciliation.
- Experience working with payroll systems and QuickBooks.
- Strong organizational skills and exceptional attention to detail.
- Ability to maintain confidentiality and exercise sound judgment when handling sensitive employee and financial information.
- Strong written and verbal communication skills.
- Ability to manage competing priorities, meet deadlines, and work independently.
- Strong interpersonal skills and the ability to work effectively with employees, Partners, vendors, and outside professionals.
- Proficiency with Microsoft Office, including Excel and Word.
Preferred Skills & Experience
- Experience in professional services, accounting, CPA, legal, financial services, or similar industry.
- Experience administering employee benefit plans, retirement plans, and open enrollment.
- Experience improving or modernizing administrative processes and systems.
- Managerial experience.
About You
You’re the person who likes to keep things moving, solve problems, and make sure nothing falls through the cracks. You’re organized, resourceful, and comfortable juggling a variety of responsibilities. You know the details matter, and you also look for smarter ways to get things done. You’re trusted with confidential information, enjoy supporting people, and take pride in being someone the team can count on.
Salary and Benefits
- Annual Salary Range: $70,000 - $110,000
- Health Care Plan (Medical & Vision)
- Life Insurance
- Retirement Plan (401k)
- Paid Time Off
Equal Opportunity Employer
We are committed to maintaining a professional, respectful workplace that provides equal opportunity for all employees and applicants. Employment decisions are based on qualifications, skills, experience, and ability to perform the job, consistent with applicable federal, state, and local laws. Must be able to work in the United States without visa sponsorship.
Please submit your resume to info@vantagehrconsulting.com
Please submit your resume to info@vantagehrconsulting.com
