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Remote Firm Administrator (P/T)

Cheryl Jefferson & Associates

This is a Part-time position in Alexandria, VA posted November 20, 2021.

Cheryl Jefferson & Associates is looking for a part-time Firm Administrator for our boutique CPA firm.

Our highly collaborative team environment is fast paced, detailed oriented, deadline focused and never satisfied with the status quo.

This position is 100% remote within the US.

Are you highly organized, excellent in time management, and detail oriented?

Are you experienced in the level of communication, knowledge, and proactiveness it takes to keep CPA firm staff on point with regulations and training requirements?

Do you present great implementable ideas, with positive energy, confidence and follow through?
If this peaks your interest, apply directly on our CAREER PAGE (

About CJA (

We are a small, 100% virtual CPA firm with clients and professionals across the US.

We pride ourselves in being as tech savvy as CPA firms go.

We make use of the latest technology to advise and train clients, monitor projects, and keep the entire team involved in on-time delivery of results.
We are results-driven, with the majority of our projects structured as fixed price.
We believe in work-life boundaries so no one feels obligated to work during family/friend time.
We are flexible, within limits.

Yes, we have core hours because we are highly collaborative and clients need to know when to reach us.

Why do our clients love us?

Because we understand their unique businesses, we are proactive problem solvers, and we overcome challenges to deliver on time.

This position requires in-depth knowledge of the day-to-day functioning of a CPA or Law firm.

The following responsibilities are not a comprehensive list of all tasks that could be assigned.
Firm Management
Acting as the point of contact among Principal, employees, clients, and other external partners
Managing information flow in a timely and accurate manner
Screening and directing phone calls and distribute correspondence
Maintain confidentiality of restricted documents and information
Provide high-quality written communication
Create, design, and implement processes, strategies and procedures utilizing current technology.
Equipment inventory tracking and maintain asset list
Maintaining licenses, firm memberships, registrations, and subscriptions
Managing Microsoft 365, SharePoint, and related office applications
Oversee and coordinate with IT providers to ensure technology is reliable and current
Managing vendor relations, agreement, and ensuring vendor KPIs are being met

Organizing, maintaining, and archiving digital filing system
Coordinating and scheduling staff meetings, management meetings, corporate functions and providing necessary support
Updating project due date compliance tracking
Oversight and coordination with Accounting, Marketing, and Human Resources
Staff Relations
Setting up and removing team members in the various online applications
Tracking continuing education (CPE) records of team; tracking professional development costs
Assist team with having the tools needed to perform projects
Ensure all team members are well-trained in applicable software applications
Client Relations
Managing prospective client tracking and reporting
Onboarding new clients
Developing a deep understanding of the firms, service offerings, firm technology, staff responsibilities, and our client bases.
Routing clients to the appropriate Associates
Coordinating with Marketing
Presenting high-level, cohesive business communications, verbally, written, and in-person
Preparing and circulating general internal correspondence, e-mail messages, and announcements
Formatting information for external communication – memos, emails, presentations, reports
Promoting a positive image of the firms
Preparing meeting support documentation and recording meeting minutes
Associate degree in business administration or similar
5+ years recent administrative experience in a CPA or law firm
Highly proficient in the latest version of all MS Office Suite (specifically Outlook, Word, Excel and PowerPoint).
2 year’s working experience with Windows 10, Microsoft 365, Adobe, online applications, mobile apps, plugins, digital collaboration tools and video/virtual conferencing platforms.
2 years’ experience managing SharePoint sites
Highly adept and agile with software, file maintenance, and troubleshooting (need not be an IT professional)
Persuasive communication skills.

Able to lead and influence others.
Extremely organized and a strong attention to minor details.
Able to manage multiple, ever-changing priorities and shift gears seamlessly.
Strong follow through/follow up skills.
Expert level writing and speaking skills; articulate; diplomatic; poised.
Work may only be performed from one private home workspace or a co-work location with reliable internet, physically within the continental US.

Work may NOT be performed in a public space or outside of the US.

This means some place in your home or good co-working space (at your expense) where the background behind your workspace appears professional and you have the ability to hold confidential conversations with team members without interruption by family, friends or similar distractions.
You must work from the same city and state that you provide as your work location.

This means, no digital nomad-ing (if there is a word).
Our core hours are 8AM
– 5PM EST, Monday through Friday.

You must be available for phone calls, instant messaging and video conferencing during core hours, as scheduled.

If dependents
– young, elderly or disabled
– will be in the same residence during work time and they are unable to care for themselves (i.e.

you would not comfortably leave them alone and unattended for 8+ hours at a time), another adult must be present and responsible for their care and supervision.
Required technology includes (1) minimum 15-inch screen laptop or PC, (2) 2nd 20-inch monitor or larger, (3) minimum internet speed of 15MB down/2MB up, and (4) a smartphone.

We are a Microsoft camp, so make sure your system can function with Office 365 applications.

Experience with digital collaboration tools such as Asana, Microsoft 365, and Microsoft Teams
You are expected to be tech-savvy, have the ability to figure out most apps, can follow “Help” and be willing to Google or YouTube anything else.
$22-25 per hour.

20 hours per week.

May increase for special projects.

APPLY NOW (, directly
Make sure you have a properly formatted resume (DOCX or PDF) uploaded to our site.
Applications sent via job board resumes do not highlight your qualifications properly in our applicant system.
OUR PROCESS: Apply | Respond to 4 video pre-screen questions (60 seconds each) | Videos reviewed | Candidates selected | Take cognitive ability assessment | Team Interview
Job Type: Part-time