Director of Administration

Director Of Administration

Reiferson Dee PLC is a law firm of seasoned attorneys with a nationwide practice. We represent institutional lenders, loan servicers and borrowers in commercial and multifamily real estate transactions. The firm is recognized for its depth of knowledge and experience and is relied upon for resolving the complex issues that develop during the life cycle of a commercial real estate loan. We have significant expertise in balance sheet and securitized lending, and CMBS and agency origination and servicing, with experience in virtually every aspect of real estate finance transactions. Reiferson Dee is seeking to add a Director of Administration to the team. In this role, you will oversee the firm's daily administrative and operational functions, including financial administration, accounting support, billing, payroll, benefits administration, human resources coordination, compliance, insurance management, and office operations. You will partner closely with firm leadership, the outsourced fractional CFO, and external service providers to ensure efficient business operations, accurate financial processes, regulatory compliance, and exceptional organizational support across the firm. The Director of Administration serves as a key operational leader, maintaining a high level of professionalism, confidentiality, organization, and communication while supporting the firm's overall strategic and operational objectives. We are seeking someone with strong organizational and interpersonal skills, exceptional attention to detail, and a commitment to maintaining confidentiality and professionalism in all firm matters. Note: This role is onsite in our Canonsburg office location.

Essential Responsibilities:

• Accounting & Bookkeeping: Support outsourced fractional CFO with accounting functions including accounts receivable, accounts payable, reimbursement processing, bank accounts and credit card statement reconciliation, and preparation of financial and capital account reports.
• Billing & Invoicing: Generate client invoices, track billable expenses, and ensure timely revenue recognition across attorney timekeeping and firm accounting platforms.
• Compensation Administration: Process semi-monthly staff payroll and member ACH payments; track 401(k) deferrals and coordinate repayment of non-equity member non-resident tax payments.
• Retirement Plan Management: Act as primary contact for administration and participant inquiries. Process enrollments, semi-monthly and year-end contributions.
• Employee Benefits: Coordinate and maintain all aspects of healthcare, disability and retirement plans, including renewals, new enrollments and terminations. Liaise with third-party providers regarding participant benefit inquiries.
• Professional and Firm Insurance Administration: Manage and maintain professional liability, office liability and workers' compensation policies. Research, coordinate and implement additional coverage, as needed.
• Human Resources Support: Work with the Administrative Manager to maintain employee records, track PTO, and support firm policies; manage onboarding and offboarding logistics, coordinate with the HR service provider, and handle related employee communications and compliance matters.
• Office & Facilities Oversight: Maintain state registration compliance including foreign corporation qualifications, annual corporate filings and yearly personal property tax filings in applicable jurisdictions.
• General Administrative Support: Prepare year-end financial reports for accountants and serve as backup for time and matter management tasks.

Education and Work Experience:

• Minimum of 10 years of progressive business or organizational management experiences in a law firm or other professional services firm.
• Minimum of 2 years of supervisory experience.
• Bachelor's degree required. Accounting, Economics, or Business management/logistics preferred.
• Demonstrated experience managing financial operations, including accounting, payroll processing, billing, invoicing, accounts payable/receivable, financial reporting, and budget coordination.
• Strong knowledge of compliance, risk management, and administrative operations, including corporate filings, insurance administration, and adherence to legal and regulatory requirements.
• Experience supporting human resources and office administration functions, including employee onboarding/offboarding, benefits administration, PTO tracking, vendor coordination, and facilities oversight.
• Advanced proficiency in QuickBooks, Microsoft Excel, Adobe Acrobat Pro, and other business software platforms, with strong working knowledge of accounting, payroll, billing, and timekeeping systems.

The salary range for this role is $125,000-$140,000, dependent on qualifications and experience.