What are the responsibilities and job description for the Client Services Coordinator position at Take Flight Business Solutions LLC?
About Us
Take Flight Business Solutions LLC is a growing tax and business services firm dedicated to helping individuals and small businesses navigate their financial needs with confidence. We are a small, tight-knit team that values integrity, hard work, and a genuine commitment to our clients. We are looking for someone who wants to grow with us — not just fill a seat. This is a ground-floor opportunity with a company that rewards loyalty, reliability, and a great attitude.
The Client Services Coordinator serves as the first point of contact for our clients and plays a critical role in keeping our office running smoothly. You will manage client communications, coordinate scheduling and appointments, maintain organized client records, assist with onboarding new clients, support our tax and administrative team, and ensure every client interaction reflects the professionalism and warmth our firm is built on. This role requires someone who is dependable, detail-oriented, pleasant to work with, and eager to learn the inner workings of a tax and business solutions firm.
Key Responsibilities
- Serve as the primary point of contact for clients via phone, email, and in person
- Schedule and confirm client appointments; manage the firm's calendar
- Greet and check in clients professionally and warmly
- Collect, organize, and track client documents and intake forms
- Follow up with clients on outstanding documents, signatures, or payments
- Maintain accurate and up-to-date client records in our CRM/practice management system
- Assist with invoicing, payment processing, and accounts receivable follow-up
- Coordinate with the tax production team to ensure smooth workflow and timely client service
- Prepare client correspondence, letters, and basic reports as directed
- Assist with onboarding new clients, including sending engagement letters and gathering required information
- Support general office operations including filing, scanning, and supply management
- Maintain strict confidentiality of all client financial and personal information
- Assist with social media posts, client communications, or light marketing tasks as needed
- Take on additional responsibilities as the firm grows — we need someone who rolls up their sleeves
What We're Looking For
- High school diploma or equivalent required; associate's degree or coursework in business, accounting, or a related field is a plus
- 1–3 years of experience in an office, administrative, customer service, or client-facing role
- Strong verbal and written communication skills — you are the voice of this company
- Proficiency in Microsoft Office (Word, Excel, Outlook); QuickBooks or tax software experience is a bonus
- Excellent organizational skills and attention to detail
- Ability to handle sensitive client information with discretion and professionalism
- A warm, professional demeanor — clients need to feel comfortable trusting us with their finances
- Self-motivated and able to work independently in a small office environment
- A team-first attitude and genuine desire to grow with the company long-term
- Reliable transportation and consistent attendance — punctuality matters here
What We Offer
- $16.00 – $18.00 per hour, based on experience
- A stable, positive work environment with a small team that values you
- Opportunity for long-term growth in income and responsibility as the company grows
- The chance to be part of building something — your contributions will actually matter
- A management team that is honest, hands-on, and invested in your success
Pay: $16.00 - $18.00 per hour
Education:
- Associate (Required)
Experience:
- Customer service: 2 years (Required)
- Office Work: 2 years (Required)
Shift availability:
- Day Shift (Preferred)
- Night Shift (Preferred)
Ability to Commute:
- Pensacola, FL 32514 (Required)
Work Location: In person
Salary : $16 - $18