Firm Administrator
Paragon Structural Engineering, Plano, TX, United States
Job Description
Firm Administrator
— Plano, Texas — Structural Design & Forensic Engineering Firm
Position Summary
We are seeking a strategic, highly organized Firm Administrator to support the operational, financial, people, and administrative backbone of our growing engineering firm. Reporting directly to leadership, you will streamline processes, strengthen internal systems, and ensure our teams have the structure and support they need to excel. An ideal candidate will thrive on creating order, improving workflows, and leading with clarity. This role owns the firm’s finance function and provides oversight, review, and approval of accounting outputs prepared by the accounting team and external partners.
Essential Functions
Financial Stewardship
Own and oversee firm financial operations, including accounting workflows, bank reconciliations, financial reporting, billing/collections, and asset tracking
Supervise accounting team and ensure accuracy, consistency, and timelines across financial systems
Review and approve reconciliations, payroll runs, monthly close outputs, and routine financial reports prepared by the accounting team
Serve as the primary liaison with external accounting/tax advisors and support audit readiness and compliance
Human Resources & Talent
Lead recruiting, onboarding, offboarding, and benefits; oversee payroll processing performed by the accounting team
Oversee performance reviews, training tracking, and employee relations
Maintain HR files and approve PTO; ensure HR processes, documentation, and systems remain current and compliant
Operational Excellence
Improve administrative processes and support project coordination workflows
Keep company policies and the employee handbook current and compliant; own internal administrative systems, vendor relationships, and operational controls that support firm performance
Benefits & Risk Management
Manage benefit renewals and company insurance renewals
Support compliance and maintain a secure organizational environment; coordinate risk‑management documentation and insurance‑related data needed for renewals and audits
Qualifications
SHRM‑CP or SHRM‑SCP preferred; PHR/SPHR a plus. PMP, MBA, or equivalent operations leadership training desirable
Bachelor’s degree in Business Administration, Management, Finance, or related field — or 10+ years of industry experience
Minimum 5 years in operations or administrative management with proven team‑leadership experience
Proficient in QuickBooks
Strong leadership, communication, and interpersonal skills
Excellent organizational and time‑management abilities
Ability to analyze data and generate actionable insights
Experience in event planning and coordination
Experience overseeing accounting, payroll, and benefits workflows in a professional‑services environment preferred
Benefits
Health Insurance
Medical insurance: company pays 70% of the cost for you and your family
100% company‑paid Vision and Dental coverage for you and your family
100% company‑paid Accident, Critical Illness (including cancer), and Hospital Indemnity for you and your family
100% company‑paid Short‑term and Long‑term disability for you
100% company‑paid Basic Life and Supplemental Life Insurance for you
$1,000 allowance to new parents of any status
8 weeks company‑paid maternity leave
Up to 4 weeks bonding leave
Time Off (32 days total)
20 days PTO prorated based on start date
10 paid holidays
2 paid volunteer days
401(k)
Eligible after completion of orientation period
Includes up to a 4% match
No vesting period
90‑day waiting period
Tenure benefits
5‑Year Anniversary — Additional 5 days PTO accrued per calendar year for a total of 25 days
10‑Year Anniversary — Additional 5 days PTO accrued per calendar year for a total of 30 days, plus a one‑time sabbatical of 5 days PTO and up to $10,000 reimbursed expenses
Continuing education
Mentoring program
Compensation and additional perks
Annual bonus pro‑rated based on start date
Student debt assistance up to $300 per month for 5 years for job‑related degrees
Straight time available to be paid for eligible salaried and exempt positions (non‑directors/managers) working more than 43 hours per week
Wellness reimbursement of $75 per month
Night out reimbursement of $75 per month
Cell phone reimbursement of $15‑$65 per month, depending on role
$5,000 referral bonus for a successfully hired colleague
TSA Pre‑Check reimbursement
CLEAR reimbursement
Snacks (In‑Office)
4 company‑sponsored events each year
#J-18808-Ljbffr
Firm Administrator
— Plano, Texas — Structural Design & Forensic Engineering Firm
Position Summary
We are seeking a strategic, highly organized Firm Administrator to support the operational, financial, people, and administrative backbone of our growing engineering firm. Reporting directly to leadership, you will streamline processes, strengthen internal systems, and ensure our teams have the structure and support they need to excel. An ideal candidate will thrive on creating order, improving workflows, and leading with clarity. This role owns the firm’s finance function and provides oversight, review, and approval of accounting outputs prepared by the accounting team and external partners.
Essential Functions
Financial Stewardship
Own and oversee firm financial operations, including accounting workflows, bank reconciliations, financial reporting, billing/collections, and asset tracking
Supervise accounting team and ensure accuracy, consistency, and timelines across financial systems
Review and approve reconciliations, payroll runs, monthly close outputs, and routine financial reports prepared by the accounting team
Serve as the primary liaison with external accounting/tax advisors and support audit readiness and compliance
Human Resources & Talent
Lead recruiting, onboarding, offboarding, and benefits; oversee payroll processing performed by the accounting team
Oversee performance reviews, training tracking, and employee relations
Maintain HR files and approve PTO; ensure HR processes, documentation, and systems remain current and compliant
Operational Excellence
Improve administrative processes and support project coordination workflows
Keep company policies and the employee handbook current and compliant; own internal administrative systems, vendor relationships, and operational controls that support firm performance
Benefits & Risk Management
Manage benefit renewals and company insurance renewals
Support compliance and maintain a secure organizational environment; coordinate risk‑management documentation and insurance‑related data needed for renewals and audits
Qualifications
SHRM‑CP or SHRM‑SCP preferred; PHR/SPHR a plus. PMP, MBA, or equivalent operations leadership training desirable
Bachelor’s degree in Business Administration, Management, Finance, or related field — or 10+ years of industry experience
Minimum 5 years in operations or administrative management with proven team‑leadership experience
Proficient in QuickBooks
Strong leadership, communication, and interpersonal skills
Excellent organizational and time‑management abilities
Ability to analyze data and generate actionable insights
Experience in event planning and coordination
Experience overseeing accounting, payroll, and benefits workflows in a professional‑services environment preferred
Benefits
Health Insurance
Medical insurance: company pays 70% of the cost for you and your family
100% company‑paid Vision and Dental coverage for you and your family
100% company‑paid Accident, Critical Illness (including cancer), and Hospital Indemnity for you and your family
100% company‑paid Short‑term and Long‑term disability for you
100% company‑paid Basic Life and Supplemental Life Insurance for you
$1,000 allowance to new parents of any status
8 weeks company‑paid maternity leave
Up to 4 weeks bonding leave
Time Off (32 days total)
20 days PTO prorated based on start date
10 paid holidays
2 paid volunteer days
401(k)
Eligible after completion of orientation period
Includes up to a 4% match
No vesting period
90‑day waiting period
Tenure benefits
5‑Year Anniversary — Additional 5 days PTO accrued per calendar year for a total of 25 days
10‑Year Anniversary — Additional 5 days PTO accrued per calendar year for a total of 30 days, plus a one‑time sabbatical of 5 days PTO and up to $10,000 reimbursed expenses
Continuing education
Mentoring program
Compensation and additional perks
Annual bonus pro‑rated based on start date
Student debt assistance up to $300 per month for 5 years for job‑related degrees
Straight time available to be paid for eligible salaried and exempt positions (non‑directors/managers) working more than 43 hours per week
Wellness reimbursement of $75 per month
Night out reimbursement of $75 per month
Cell phone reimbursement of $15‑$65 per month, depending on role
$5,000 referral bonus for a successfully hired colleague
TSA Pre‑Check reimbursement
CLEAR reimbursement
Snacks (In‑Office)
4 company‑sponsored events each year
#J-18808-Ljbffr