Position Summary The Client Data & Workflow Coordinator is responsible for managing client information collection, tracking document requests, monitoring workflow progress, and ensuring engagements move efficiently through the firm's process. This role serves as a key liaison between clients and accounting staff, ensuring all required information is received, organized, and routed appropriately for tax, accounting, and advisory engagements. Key Responsibilities Client Data Collection Manage the client onboarding and data-gathering process. Send engagement letters, organizers, questionnaires, and document request lists. Follow up with clients regarding missing information and outstanding documents. Review submitted information for completeness and accuracy. Maintain secure electronic client files and records. Ensure all required documentation is received before work begins. Workflow Management Create and monitor engagement workflows from initiation through completion. Assign projects and tasks to staff according to established procedures. Track project milestones, due dates, and filing deadlines. Monitor workflow status and identify bottlenecks or delays. Escalate outstanding issues to managers when necessary. Maintain workflow dashboards and status reports. Client Communication Serve as the primary contact for administrative and document-collection matters. Communicate deadlines and document requirements to clients. Schedule client meetings and follow-up appointments. Provide proactive updates regarding engagement status. Ensure a positive and professional client experience. Practice Management Administration Maintain accurate records within firm practice management systems. Update client information, project status, due dates, and task assignments. Verify engagement setup and workflow accuracy. Assist with capacity planning and workload management. Generate workflow and productivity reports for management. Compliance & Quality Control Ensure client files meet firm documentation standards. Verify required forms and supporting documentation have been received. Track tax return, payroll, bookkeeping, and financial statement deadlines. Assist in maintaining compliance with firm policies and regulatory requirements. Process Improvement Recommend improvements to client onboarding and data-collection procedures. Assist in implementing workflow automation and technology solutions. Develop and maintain workflow documentation and process guides. Help standardize procedures across the firm. Qualifications Education Associate's or Bachelor's degree in Business Administration, Accounting, Finance, or a related field preferred. Experience 2+ years of administrative, project coordination, client service, or workflow management experience. Experience in a CPA firm, tax practice, bookkeeping firm, or professional services environment preferred. Understanding of tax return, accounting, payroll, and audit processes is beneficial. Technical Skills Microsoft Office 365, including Outlook, Excel, Teams, SharePoint, Salesforce and Word. Experience with accounting practice management software such as CCH Axcess, ProSystem fx, Thomson Reuters Practice CS, Karbon, Canopy, Jetpack Workflow, Salesforce, or Workamajig. Familiarity with electronic document-management systems. Strong data-entry, reporting, and follow-up tracking skills. Core Competencies Exceptional organizational skills and attention to detail. Excellent verbal and written communication skills. Ability to manage multiple projects and deadlines simultaneously. Client-service mindset with strong follow-up and accountability. Problem-solving ability and willingness to escalate issues appropriately. Ability to work independently and collaboratively with partners, managers, and staff. Commitment to confidentiality, professionalism, and data security. Ideal Candidate The successful candidate is a proactive and highly organized professional who enjoys working with clients, coordinating deadlines, and ensuring accounting engagements move efficiently from document collection through final delivery. This role is critical to improving client experience, increasing staff productivity, and supporting timely completion of firm engagements.

Pay:

$65,000.00 - $75,000.00 per year

Benefits:

401(k) matching Dental insurance Health insurance Vision insurance

Work Location:

In person