Client Operations Coordinator

Are you experienced in supporting clients within a CPA, accounting, tax, or professional services environment? Do you enjoy bringing order to processes, communicating confidently with clients, and helping a high-performing team operate smoothly behind the scenes?
We are seeking a highly organized, detail-oriented Client Operations Coordinator who can confidently support both client communication and internal workflows in a fast-paced, systems-driven CPA firm.
This is not simply an administrative support role. The ideal candidate understands the flow of a professional services firm, can communicate intelligently with clients regarding accounting and tax-related matters, and takes ownership of ensuring a polished, professional client experience from onboarding through ongoing support.
If you thrive in structured systems, enjoy client interaction, and appreciate clear expectations and accountability, this may be an excellent fit.

About the Firm
We are a fully remote, growing boutique CPA firm that serves a carefully curated client base through accounting, tax preparation, tax strategy, and advisory services.
Our firm is highly systems-oriented and relationship-focused. We value professionalism, responsiveness, accuracy, discretion, and team members who take initiative and ownership in their role.
We are intentional about building a team that operates with excellence, communicates proactively, and contributes to a positive, high-quality client experience.

What You’ll Be Responsible For
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Client Communication & Coordination*

• Serve as a primary point of contact for client and prospect communication
• Professionally respond to client inquiries and route more technical matters appropriately
• Support client onboarding and ongoing service workflows
• Help ensure a smooth, organized, and high-touch client experience
• Maintain professionalism, discretion, and responsiveness in all communication

Operations & Workflow Support

• Set up and maintain accurate client records in CRM and practice management systems
• Create and manage client portals and onboarding workflows
• Ensure tasks, workflows, and internal processes are completed accurately and on time
• Support workflow coordination across accounting and tax engagements
• Assist with maintaining operational consistency and organization within the firm

Administrative & Systems Support

• Follow established systems, SOPs, and internal processes consistently
• Identify gaps or inefficiencies and communicate proactively
• Maintain strict confidentiality regarding client and firm information
• Support leadership with special projects and operational tasks as needed

What We’re Looking For

Required Qualifications

• [ ] Prior experience working in a CPA firm or professional services environment (accounting, tax, legal, financial services, or similar)
• [ ] Strong foundational understanding of accounting and tax terminology and workflows
• [ ] Excellent written and verbal communication skills
• [ ] Confidence communicating directly with clients in a professional setting
• [ ] Exceptional organizational skills and attention to detail
• [ ] Strong follow-through and ability to manage multiple priorities independently
• [ ] Ability to work effectively in a fully remote environment
• [ ] High level of discretion and professionalism with confidential information
• [ ] Comfort working within structured systems and workflows

Preferred Experience

3+ years in a client-facing operations or administrative role within a CPA or professional services firm
Experience supporting accounting or tax-related client workflows
Experience with Canopy or similar practice management software
Familiarity with QuickBooks Online, CRM systems, and client portals
Experience supporting a fast-growing or systems-driven firm

Why This Role Stands Out

Fully remote position with flexibility and autonomy
Collaborative partnership with firm leadership
Organized systems and clearly defined workflows
Opportunity to play a meaningful role in the client experience and firm operations
Supportive, professional environment that values accountability and growth
Benefits include paid time off, retirement plan with employer matching, remote work stipend, and support for continuing education/professional development where applicable

Ideal Candidate Traits

The ideal candidate for this role is:

• Calm and composed in a fast-paced environment
• Naturally organized and process-oriented
• Professional and polished in written communication
• Comfortable balancing client service with operational execution
• Proactive rather than reactive
• Reliable, resourceful, and solutions-focused
• Able to represent the firm with confidence and professionalism

Screening Questions

. To help us identify candidates who are the best fit for this role, please answer the following questions thoughtfully and thoroughly:

1. Describe your experience working in a CPA firm, accounting firm, or professional services environment, including the types of clients and workflows you supported.
2. This role requires confident client communication regarding accounting and tax-related matters. Please share an example of a client interaction you handled independently and professionally.
3. Which systems or software have you used in prior roles (CRM systems, Canopy, QuickBooks Online, practice management software, client portals, etc.)? Please describe your level of experience.
4. This role requires strong organization and follow-through in a remote environment. What systems or methods do you personally use to manage multiple priorities and ensure accuracy?