Firm Administrator

Hickel CPA is seeking a highly organized, tech-savvy Firm Administrator to manage our business operations, optimize our workflows, and oversee the day-to-day administrative operations of our CPA firm.

The Firm Administrator will oversee the daily business operations and workflow logistics of the practice. This is not a standard receptionist role; you will be responsible for ensuring that tax returns and accounting projects move seamlessly through our five-person production team. You will own the practice management software, manage billing and accounts receivable, and oversee the administrative workflow to ensure deadlines are met seamlessly, especially during peak tax season.

Responsibilities of the Firm Administrator:

• Track and monitor the firm’s tax season and accounting pipelines using our practice management software.
• Assign and route incoming client files to the appropriate team member.
• Enforce deadlines and lead brief weekly team meetings to identify and clear project bottlenecks.
• Oversee assembly and delivery of completed tax returns, electronic signatures (e-file authorizations), and final client deliverables.
• Manage the client intake process, including sending engagement letters, setting up portal access, and creating digital client files.
• Serve as the escalation point for non-technical client inquiries, billing questions, and missing document collection.
• Coordinate the scheduling of high-value client meetings for the CPA and EAs.
• Manage the firm's billing cycle, including generating invoices, processing credit card/ACH payments, and tracking accounts receivable (AR).
• Follow up on collections and past-due invoices professionally and diplomatically.
• Review time tracking data and software metrics to provide profitability reports to the Firm Owner.
• Serve as the super-user/administrator for our core software applications (tax software, portals, client vaults, and practice management tools).
• Liaise with external IT vendors to resolve technical glitches quickly, ensuring zero downtime for the production staff.
• Maintain digital filing systems and oversee the physical office environment, managing relationships with office vendors and suppliers.
• Manage the administrative side of the firm’s personnel function in coordination with firm leadership.
• Maintain and continuously improve the firm’s administrative policies and procedures.

Qualifications of the Firm Administrator:

• Minimum 3–5 years of administrative management experience, ideally within a public accounting firm, tax practice, or professional services environment (legal, wealth management, etc.).
• Experience with professional accounting systems (e.g., Thomson Reuters UltraTax/Practice CS, Wolters Kluwer CCH, Drake, Canopy, or TaxDome) is highly preferred.
• Ability to learn, configure, and troubleshoot cloud-based client portals, e-signature tools, and project management apps.
• Exceptional verbal and written communication skills with a professional demeanor suitable for high-net-worth clients and small business owners.
• Strong ability to multitask, prioritize, and keep a small team accountable under strict IRS deadlines.

Hickel CPA is a private, family-owned tax preparation and accounting office with consumer-focused technology in a fast-paced environment with great team culture and career and life balance. The intricate tax and accounting process requires knowledge, training, and experience. Join Hickel CPA to be a part of a culture focused on making you a valuable part of what we do.

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• Paid time off

Education:

• Associate (Required)

Ability to Commute:

• Hinsdale, IL 60521 (Required)

Work Location: Hybrid remote in Hinsdale, IL 60521