Brannen CPA Services PLLC is seeking a proactive and detail-oriented Client Services & Workflow Coordinator to join our team. This role goes beyond traditional administrative support, combining client service, workflow coordination, and office operations to ensure a smooth and efficient experience for both clients and staff. The Coordinator serves as a key connection between clients and the accounting team, taking ownership of administrative processes, anticipating needs, and keeping client matters moving forward. This position is ideal for someone who takes initiative, works independently, and finds satisfaction in solving problems, staying organized, and helping a small professional services firm operate at its best.

Position Summary

The Client Services & Workflow Coordinator supports the firm's client service, workflow coordination, and office operations. Working closely with the Principal and Staff Accountants, this individual coordinates client communications, manages administrative processes, monitors outstanding items, and helps ensure work progresses efficiently from initial client contact through completion.

Success in this role requires initiative, sound judgment, and accountability. The Coordinator is expected to independently manage responsibilities, anticipate needs, identify and resolve routine issues, and prioritize work without relying on constant direction. This individual takes ownership of assigned responsibilities, communicates proactively, and looks for ways to improve processes and support the firm's overall efficiency.

Essential Functions

Client Services & Communication

• Serve as a primary point of contact for routine client inquiries, providing professional, responsive, and helpful service.

• Answer and direct incoming phone calls, greet visitors, and manage general office communications.

• Assist clients with administrative aspects of working with the firm, including document submission, electronic signatures, document delivery, and general process questions.

• Monitor client communications and follow up on outstanding information, documents, signatures, and other items needed to move work forward.

• Communicate clearly with clients regarding next steps, outstanding requests, and administrative matters, escalating technical tax or accounting questions to the appropriate team member.

• Prepare and distribute client correspondence, invoices, statements, estimated tax payment reminders, and other routine communications.

• Proofread letters, instructions, and other client deliverables for completeness, accuracy, and professional presentation.

• Maintain confidentiality and handle sensitive client financial information with discretion.

Client Workflow & Tax Preparation Support

• Coordinate the administrative workflow for client engagements from initial setup through completion and delivery.

• Set up new clients and enter relevant information into the firm's software systems.

• Ensure projects, tasks, and workflow items are established and maintained in the firm's project tracking software.

• Initiate workflow steps and monitor outstanding administrative items to help keep engagements progressing.

• Receive, organize, scan, and upload client documents into the appropriate systems, ensuring files are complete and accessible to the accounting team.

• Track missing information, outstanding client responses, pending signatures, and other open items; take appropriate follow-up action.

• Assemble completed tax returns and other client deliverables for distribution, verifying that required documents are included, letters are signed, and signature requirements are clearly identified.

• Coordinate electronic or paper delivery of completed work according to firm procedures and client preferences.

• Assist with electronic signature requests and monitor the return of signed documents and authorizations.

• Identify workflow bottlenecks, incomplete tasks, or potential delays and communicate them to the appropriate team member.

• Maintain organized client files and accurate workflow records to support an efficient, consistent client experience.

Office Operations & Administrative Coordination

• Manage incoming and outgoing mail, packages, and deliveries.

• Prepare accounts receivable deposits and assist with related administrative processing.

• Monitor office supplies and equipment needs, maintaining inventory and ordering supplies before they run out.

• Coordinate with external vendors and service providers, including IT support, copier and printer services, and telephone providers.

• Identify office tasks that can be completed during slower periods and maintain a prioritized list of projects for completion when capacity allows.

• Maintain organized shared spaces, files, and administrative resources.

• Identify opportunities to streamline recurring administrative tasks, improve organization, and reduce unnecessary steps in office processes.

• Provide administrative support to the Principal and Staff Accountants as needed to support client service and firm operations.

Workflow Ownership & Team Support

• Proactively identify what needs to be done and take appropriate action without requiring constant direction or reminders.

• Maintain awareness of upcoming deadlines, outstanding requests, and competing priorities across the office.

• Anticipate the needs of the accounting team and help ensure they have the information, documents, and administrative support needed to complete their work.

• Follow tasks through to completion, keeping others informed of progress and addressing delays before they become larger problems.

• Recognize when an issue can be resolved independently and when it requires input, approval, or escalation.

• Bring forward problems with possible solutions rather than simply identifying what is wrong.

• Communicate changes in priorities, workload concerns, and project status promptly and professionally.

• Work collaboratively with the team while remaining accountable for independently managing assigned responsibilities.

• Look for opportunities to make the firm's processes more efficient and the client experience more consistent.

Required Skills, Abilities & Competencies

Initiative and independent judgment

• Demonstrates a proactive, self-directed approach to work and takes ownership of responsibilities.

• Recognizes tasks and potential problems that need attention without waiting for someone else to point them out.

• Uses sound judgment to determine priorities, take appropriate action, and recognize when guidance is needed.

• Demonstrates resourcefulness and a willingness to find solutions.

Organization and follow-through

• Excellent organizational skills and attention to detail.

• Ability to manage multiple tasks, shifting priorities, and deadlines without losing track of outstanding items.

• Consistently follows through on commitments and ensures tasks are completed accurately and on time.

• Comfortable using task lists, workflow systems, and other tools to manage responsibilities.

Client service and communication

• Excellent verbal and written communication skills.

• Professional, courteous, and responsive when interacting with clients, colleagues, and outside service providers.

• Ability to explain administrative processes clearly and handle routine client questions appropriately.

• Understands the importance of confidentiality, professionalism, and accuracy in a CPA firm.

Teamwork and accountability

• Works collaboratively with the Principal and Staff Accountants while taking responsibility for their own work.

• Communicates proactively about progress, challenges, and outstanding items.

• Willingly helps others and recognizes that the success of the firm depends on the team working together.

• Accepts feedback, adapts to changing needs, and looks for ways to improve.

Technology and process management

• Proficient with Microsoft Office or comparable productivity software.

• Comfortable learning and working with tax software, document management systems, electronic signature platforms, and project tracking tools.

• Able to follow established procedures while recognizing opportunities for improvement.

Education & Experience Qualifications

• Associate degree or equivalent combination of education and relevant experience.

• Three to five years of progressively responsible administrative, client service, office coordination, or operations experience preferred.

• Experience in a CPA firm, accounting office, financial services environment, or other professional services firm is a plus.

• Experience with document management systems, workflow tracking, or client relationship software is beneficial.

• Demonstrated ability to work independently, exercise sound judgment, and proactively manage responsibilities is essential.

Schedule & Flexibility

This is a part-time position, typically 25–32 hours per week, with a schedule generally falling between Monday and Friday, 8:00 a.m. to 4:30 p.m. We value flexibility and work-life balance and are open to discussing a consistent schedule that supports both the needs of the firm and the individual.

During tax season, additional hours may be necessary, including occasional evenings and weekends, to meet client deadlines and manage workload demands.

Growth & Professional Development

This position offers opportunities to develop professional skills in client service, workflow coordination, and firm operations while working closely with experienced accounting professionals. As you gain knowledge of the firm's processes and demonstrate initiative, sound judgment, and strong performance, there may be opportunities to take on additional responsibilities, expand your skills, and grow your role within the firm.

Employee Benefits

• Health insurance

• Health savings account

• Paid holidays

• Paid time off

• SIMPLE IRA Match

Work Environment

We are a professional, team-oriented CPA firm that values quality work, client service, communication, and continued learning. This position is primarily performed in a professional office environment using standard office equipment and technology.

Brannen CPA Services PLLC is an equal opportunity employer. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

To download an application, click the button below.

Once you have completed the application, please submit the form with your cover letter, resume, and any other supporting documentation you would like to include (transcripts, references, letters of recommendation, etc.) to info@brannen-cpa.com.