Client Service Coordinator - Project Manager

Client Services and Project Coordinator (Remote or In-Office)

Location: Remote (U.S. based) or North Dakota office

Firm Type: Private accounting practice

Compensation: Based on experience and performance

Hours: Full-time preferred, part-time considered for the right fit

About the Role

We’re looking for a sharp, organized, systems-minded professional to keep our accounting and tax office running smoothly. You’ll be the center of communication, task coordination, client workflow, and project management. This is core operations work that requires serious attention to detail, tech comfort, and a high sense of integrity. We have clear SOPs on hand to guide you.

This role blends admin, client service, and heavy project management. We want someone who communicates directly and openly, with self-confidence and assurance. Someone who can joke and talk easily with people, is naturally curious, and values relationship-building. Our brand is knowing our clients personally and remembering the little details that matter. You must have a great memory and even better follow-up skills.

You’ll also assist the CEO with various tasks like client emails, newsletters, and special projects — a high-trust role where no two days are the same.

Key Responsibilities

Project & Task Management

• Be the lead manager inside Canopy (our client portal and task system)
• Manage and track multiple ongoing client projects and deadlines
• Keep due dates moving and workflows flowing—adjust timelines and nudge people when things stall
• Coordinate cross-functional workflows between staff and clients
• Follow up with staff and clients on delays, submissions, and missing docs
• Proactively communicate what’s needed and when—clients shouldn’t have to guess

Client Communication

• Be first in line to triage client uploads, texts, emails, and calls
• Create and assign tasks to team members based on client needs
• Use Canopy and Quo (VoIP/text) to stay on top of client comms
• Keep clients informed, supported, and on track without hand-holding
• Keep staff supported and plan ahead for upcoming work deadlines (using CRM)
• Build rapport naturally—joke, chat, and connect with clients. Be curious.

Missing Info & Document Coordination

• Own all "missing info" follow-up tasks, no matter who the task belongs to
• Tag, remind, and follow through until we have what we need (both staff and clients)
• File, rename, tag, and organize digital documents in line with our SOPs
• Identify blurry or useless uploads and get them replaced

Bookkeeping Support

• Pull and organize bank/credit card statements
• Reconnect QBO feeds and support monthly/quarterly data pulls
• Assist with appointment scheduling for client meetings
• Work with staff to ensure all bookkeeping data is collected, named, and in place
• Oversee our internal schedule and help staff gather waht they need to complete their work

Billing Support

• Create and send invoices as needed.
• Create proposals in our software as needed
• Send Engagement Letters to clients as needed
• Know what services should be billed—and flag it for staff if something’s missing

Onboarding & Admin

• Guide new clients through our onboarding for tax, payroll, or bookkeeping
• Create PDFs, checklists, and basic tools that help clients succeed
• Keep and update our internal SOPs and assets organized in Google Drive
• Help record SOP videos and other content for staff training (prompt staff to record their SOPs as needed)

CEO Support

• Assist the CEO with client emails, newsletters, and special projects
• Help keep client communications timely, relevant, and consistent
• Give feedback on software, operations and processes to keep things running
• Sit in on sales calls as needed and give feedback

Software You'll Use

Google Workspace (email, Drive, Calendar)

Canopy (Client portal, tasks, and comms)

Loom (recording SOPs)

Quo(calls/texts)

QuickBooks Online (QBO) and some legacy QuickBooks Desktop

Soraban(tax season upload and return delivery)

What We’re Looking For

• Direct, open communicator with self-confidence and assurance
• Strong communication skills, both written and verbal
• Tech comfortable, this role lives in cloud apps
• Excellent follow-through and follow-up skills
• Organized, clear-headed, and able to prioritize
• Comfortable giving nudges and reminders to clients and staff
• Problem-solver who doesn’t wait to be told what to fix
• Naturally curious and people-oriented with a good sense of humor
• Great memory and the ability to remember client details

This Role Is NOT For You If...

• You need lots of guidance and management (We don't micromanage).
• You avoid conflict or hate sending reminders, or "being a bother".
• You ghost your team or ignore deadlines or otherwise don't communicate.
• You want a slow admin job. This role moves fast due to US tax season demands, though we’re actively working to disengage from tax season stress and scheduling
• You want to be a lone wolf.

Preferred (Not Required)

• Familiarity with tax/accounting workflows
• Experience in small firm operations, legal or professional services, or private medical practice admin
• The ability to read a situation and act without being told every time
• Experience in the accounting or tax world.

How to Apply

Send a short message introducing yourself and outlining your experience in admin, operations, or construction project coordination. We don’t need a cover letter. We want to know:

• What tools you’ve used
• What kind of work you’ve done
• How you stay organized when things get busy
• How you translate between front of house and back of house (between clients and staff)

Bonus points if you include a Loom video explaining how you track tasks, manage emails, or keep teams on schedule or handle a difficult client situation. Or if you send your favorite accounting meme.

If you’ve taken CliftonStrengths, DISC, Kolbe, or any other personality assessments, include your results, we love to know how people operate and communicate best.

This is a high-trust role. Show us who you are and how you work.

Please follow the instructions. We get spammed with hundreds of candidates, it's hard to filter out the truly serious applicants from the rest.

Job Types: Full-time, Part-time

Pay: $20.00 - $30.00 per hour

Expected hours: 25 – 35 per week

Benefits:

• 401(k)
• 401(k) matching
• Employee discount
• Paid time off
• Professional development assistance

Experience:

• Customer support: 2 years (Preferred)
• Office management: 2 years (Preferred)

Shift availability:

• Day Shift (Required)

Work Location: Remote