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CLIENT SERVICES & OPERATIONS COORDINATOR
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Allison Duffy, An Accountancy Corporation
Capitola, CA (In Person)
$78,000 Salary, Full-Time
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Job Description
About Us Allison Duffy, An Accountancy Corporation and DCI Accounting Group provide tax, accounting, bookkeeping, and advisory services to entrepreneurs, individuals, and growing businesses. We are a technology-forward firm focused on delivering exceptional client service while building efficient systems that allow our team and clients to thrive. We are seeking a highly organized, proactive Client Services & Operations Coordinator who enjoys helping people, managing details, and keeping projects moving. This role serves as the primary point of contact for many client interactions and plays a critical role in creating a seamless client experience. Position Summary The Client Services & Operations Coordinator serves as the hub between clients, internal systems, and service teams. This role is responsible for client onboarding, workflow coordination, document management, CRM administration, billing support, and general office operations. The ideal candidate is organized, tech-savvy, self-directed, professional, and comfortable following up with clients to keep projects moving. Key Responsibilities Client Experience & Relationship Management Welcome clients to the office and create a professional, friendly experience Serve as the first point of contact for client inquiries Coordinate meetings and scheduling Follow up with prospective clients and assist with lead intake Manage client communications regarding missing documents, signatures, payments, and project status Maintain professional communication across email, phone, and client portals Client Onboarding Create new client records in firm systems Coordinate engagement letter delivery and follow-up Set up client projects and workflows Collect required contact information and supporting documentation Ensure all onboarding steps are completed accurately and timely Tax Workflow Coordination Create and maintain tax projects Monitor project status and workflow progression Upload organizers and client documents Coordinate e-signature requests Follow up on unsigned documents and pending approvals Coordinate collection of payments Maintain electronic client files and portal access Assist with assembly and delivery of tax returns Accounting Operations Support Gather monthly bookkeeping documents Follow up with clients regarding missing information Support recurring invoicing processes Maintain workflow status tracking for accounting engagements Office Operations Manage office supplies and inventory Coordinate conference room scheduling Maintain common areas and client-facing spaces Handle incoming and outgoing mail Support general administrative operations Executive Support Assist with calendar management Triage inbox communications Handle routine client requests Escalate technical or advisory matters appropriately Qualifications Strong organizational and project management skills Excellent written and verbal communication skills Professional and client-focused demeanor Comfortable learning new technology platforms Ability to manage multiple deadlines simultaneously High attention to detail Ability to work independently and follow through without constant supervision Preferred Experience Administrative, client service, or office management experience Experience in accounting, tax, legal, financial services, or professional services firms Familiarity with CRM systems and workflow software Experience managing confidential client information Success in This Role Within 90 days: Client onboarding is handled with minimal supervision Follow-up workflows are running consistently Client communications are organized and timely Allison is spending less time on scheduling, document collection, status updates, and administrative requests Within 12 months: Clients view this person as their primary operational contact Workflow bottlenecks are identified before they become problems The firm operates more smoothly and efficiently Allison is able to focus on advisory work, tax strategy, and business growth rather than administrative coordination