Operations Coordinator

POSITION OVERVIEW

We are seeking an Operations Coordinator to support the day-to-day running of a tax and accounting office. This role is primarily focused on client workflow, document coordination, and operational efficiency, with some reception responsibilities (answering phones, greeting visitors, and directing calls).

The ideal candidate is highly organized, detail-oriented, and comfortable owning administrative processes from start to finish so that our professionals can focus on client work.

KEY RESPONSIBILITIES

Client Workflow & Document Coordination

• Proactively request, collect, and track client documents (especially during tax season).
• Send reminders and follow-ups to clients to ensure all required information is received on time.
• Review incoming documents for completeness and route them to the appropriate team member.
• Help manage client portals, e-signatures, and secure file transfers.

Project & Deadline Management

• Coordinate and track client engagements and deadlines (tax returns, extensions, bookkeeping projects, etc.).
• Maintain project lists, statuses, and workflows in the firm’s practice management software.
• Follow up with team members to ensure tasks move forward and are completed on time.
• Help prioritize work and flag potential bottlenecks or risks to leadership.

Operational & Administrative Support

• Keep digital files, checklists, and templates organized and easy for the team to use.
• Prepare and assemble client deliverables (returns, reports, correspondence) for review and delivery.
• Assist with engagement letters, e-file authorizations, and other standard client documents.
• Support basic billing and collections admin (sending invoices, monitoring status, light follow-up as directed).
• Assist with small operational projects assigned by the professionals (e.g., list clean-up, data entry, process improvements).

Process & Systems Organization

• Document, maintain, and improve internal procedures and standard operating workflows.
• Help streamline how work moves through the firm (intake → prep → review → delivery → billing).
• Assist with onboarding new tools/software and help ensure staff are using them consistently and effectively.
• Look for and suggest practical ways to reduce friction and make day-to-day operations more efficient.

Client Service & Reception

• Answer incoming calls, route them appropriately, and take clear, accurate messages.
• Greet in-office visitors and ensure a professional, welcoming experience.
• Monitor general email inboxes and forward messages or requests to the right team member.
• Provide friendly, professional support to clients and prospects while maintaining appropriate boundaries and confidentiality.

QUALIFICATIONS

• 3 years of experience in operations, project coordination, or office administration
• Strong organizational and time-management skills; able to manage multiple projects and deadlines.
• Proven experience following up with clients or stakeholders and keeping tasks moving without being prompted.
• Comfortable using software tools (practice management, CRM, spreadsheets, document management, e-signature, etc.).
• Clear, professional communication skills—both written and verbal—with a polite and confident phone manner.
• High attention to detail, accuracy, and follow-through.
• Ability to handle sensitive client and financial information with discretion and confidentiality.

KEY COMPETENCIES

• Ownership & Accountability: Takes responsibility for moving projects and tasks to completion.
• Client Follow-Through: Comfortably and persistently follows up with clients and team members to get what is needed.
• Process Mindset: Enjoys organizing workflows, documenting steps, and making processes more efficient.
• Professionalism: Represents the firm well in person, on the phone, and in writing.
• Calm Under Pressure: Stays organized and focused during busy seasons and when deadlines stack up.
• Service-Oriented: Willing to jump in where needed, including reception and general office tasks.