Admin Assistant & Client Services Coordinator

Job Summary

We are seeking a dependable, organized, and client-focused Administrative Assistant / Client Experience Coordinator to support our accounting, tax preparation, and advisory services team. This role is ideal for someone who enjoys helping clients, keeping information organized, tracking details, and supporting a smooth office workflow.

The Client Experience Coordinator serves as an important administrative point of contact for clients and staff. This position helps ensure client documents are received, organized, tracked, and communicated appropriately so that work can move forward efficiently.

Key Responsibilities

• Serve as a primary administrative point of contact for client needs.
• Coordinate engagement letters, client communications, and document requests.
• Maintain clear and consistent communication with clients regarding timelines, documents, signatures, and filing status.
• Organize and file incoming client documents, including both electronic uploads and paper documents.
• Retrieve uploaded documents and organize them for staff review.
• Scan, save, and organize paper documents received from clients.
• Compare current-year documents to prior-year records and flag potentially missing items for staff review.
• Monitor work item statuses, due dates, document receipt, filing confirmations, and follow-up needs.
• Update workflow tools and administrative systems as client documents and project information are received.
• Assist with tracking extensions, payments, signatures, tax filings, annual reports, and other miscellaneous filings.
• Support tax notice workflows by creating work items, facilitating authorization forms and signatures, and coordinating follow-up.
• Answer phones, greet clients, assist with scheduling, and help manage shared inboxes.
• Maintain filing systems, office supplies, incoming and outgoing mail, and general office organization.
• Assist the Office Manager with daily operations, vendor coordination, and maintaining a welcoming office environment.

What We’re Looking For

• Strong organizational skills and attention to detail.
• Clear, professional, and friendly communication skills.
• Ability to manage multiple priorities and follow through on deadlines.
• Comfort working with client documents, electronic files, workflow systems, and office technology.
• Dependability, discretion, and respect for confidential client information.
• A team-oriented approach and willingness to help wherever needed.
• Prior administrative, client service, accounting office, or professional services experience is preferred.

Role Boundaries

This is an administrative and coordination role. The person in this position does not provide technical accounting, tax, payroll, or advisory guidance; determine engagement scope or pricing; manage professional staff workload; or independently resolve escalated client service matters.

Why Join Us

You’ll be part of a professional, supportive team that values clear communication, organization, client service, and dependable follow-through. This role is a great fit for someone who enjoys helping people, improving processes, and contributing to a positive client experience.

How to Apply

If you are organized, detail-oriented, and enjoy providing excellent administrative and client support, we would like to hear from you. Please submit your resume and a brief note about your interest in the position.

Job Type: Full-time

Pay: $42,000.00 - $48,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement

Work Location: In person

Salary : $42,000 - $48,000