Firm Operations & Client Services Coordinator

Grey Street Advisors, LLC; Evansville (IN); On-site; USD 34,000 - 41,000; Full time

Job summary

Grey Street Advisors, LLC in Evansville, Indiana seeks a Firm Operations & Client Services Coordinator to manage administrative workflows, client communications, and document processing on site. You will support tax return processing, billing, accounts receivable, and file management, with room to grow into broader firm operations as you learn the processes.

Ideal candidates have 3+ years of admin/office ops, strong organizational skills, and proficiency with Microsoft Office; QuickBooks

Qualifications

• Minimum 3 years of professional administrative/office operations experience; 5+ years preferred.
• Proficient in Microsoft Office; familiarity with spreadsheets and data entry tools.
• Experience with QuickBooks or similar accounting software preferred.
• Strong organizational, time-management, and detail-oriented skills.
• Excellent written and verbal communication; professional client-service mindset.

Responsibilities

• Receive, scan, organize, and securely manage client documents.
• Assist with tax return processing and electronic document workflows.
• Monitor client portals for documents, signatures, and outstanding information.
• Follow up with clients regarding missing information and open items.
• Maintain accurate electronic and physical client files.
• Save and organize tax filing acknowledgments and completed documents.
• Coordinate client document drop-offs and pickups.
• Answer incoming calls and assist clients with routine questions.
• Prepare routine client emails, letters, and correspondence.
• Maintain internal workflow and deadline tracking.
• Assist with monthly billing and work-in-process administration.
• Monitor accounts receivable and assist with routine collection follow-up.
• Assist with firm accounts payable, bank reconciliations, and credit-card reconciliations.
• Maintain vendor, administrative, and office records.
• Help improve administrative processes and keep the office organized.

Skills

Attention to detail

Time management

Independent work

Communication skills

Client service mindset

Tools

Microsoft Office

QuickBooks

Document management systems

CRM tools

Job description

Firm Operations & Client Services Coordinator

Grey Street Advisors, LLC | Evansville, Indiana

Company Description

Grey Street Advisors, LLC is a locally owned CPA firm based in Evansville, Indiana, serving individuals, business owners, and small businesses with tax, accounting, payroll, and advisory services. We are a small, collaborative team that values professionalism, strong client relationships, attention to detail, and dependable follow-through.

Because we are a small firm, every team member plays an important role. We are looking for someone who enjoys taking ownership of responsibilities, keeping processes organized, helping clients, and making sure details do not fall through the cracks.

Role Description

The Firm Operations & Client Services Coordinator is an on-site position that is a key part of the administrative and client-service operations of the firm.

This is not simply a receptionist position. Our goal is to develop someone who can independently manage a significant portion of the administrative workflow that keeps tax returns and client work moving through the firm.

The position includes client communication, document and workflow management, tax return processing support, client portal monitoring, billing and accounts receivable support, recordkeeping, and general firm administration. As the employee becomes comfortable with our processes, responsibilities will expand and greater ownership of firm operations will be expected.

Responsibilities

• Receive, scan, organize, and securely manage client documents
• Assist with tax return processing and electronic document workflows
• Monitor client portals for documents, signatures, and outstanding information
• Follow up with clients regarding missing information and open items
• Maintain accurate electronic and physical client files
• Save and organize tax filing acknowledgments and completed documents
• Coordinate client document drop-offs and pickups
• Answer incoming calls and assist clients with routine questions
• Prepare routine client emails, letters, and correspondence
• Maintain internal workflow and deadline tracking
• Assist with monthly billing and work-in-process administration
• Monitor accounts receivable and assist with routine collection follow-up
• Assist with firm accounts payable, bank reconciliations, and credit-card reconciliations
• Maintain vendor, administrative, and office records
• Help improve administrative processes and keep the office organized

Initial Training Period

During the first several months, the employee will receive hands-on training in the firm’s systems and procedures, including:

• TaxDome
• UltraTax
• SurePrep
• Tax return processing procedures
• Client portal activity and electronic signatures
• Internal file organization
• Tax filing acknowledgment procedures
• Client communication and follow-up
• Billing and administrative processes

Prior experience with these specific programs is not required. The ability to learn new technology and follow detailed processes is much more important.

Qualifications

A minimum of 3 years of professional administrative or office operations experience is required; 5 or more years is preferred.

The ideal candidate will also have:

• Strong organizational and time-management skills
• Excellent attention to detail
• Proven ability to manage multiple deadlines and prioritize tasks effectively
• Experience taking ownership of recurring responsibilities without constant supervision
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with spreadsheets, data entry tools, document-management systems, and general office technology
• Strong computer literacy and technical proficiency in productivity software
• Experience with QuickBooks or similar accounting software is preferred
• Strong written and verbal communication skills
• Professional and friendly client-service skills
• Ability to learn new software and processes quickly
• High level of integrity and discretion when handling confidential financial and personal information
• Ability to work independently once trained and recognize when something requires follow-up

Experience in accounting, banking, payroll, financial services, insurance, law, healthcare administration, or another professional, deadline-driven office environment is particularly helpful.

Prior CPA firm or tax experience is helpful but not required.

Employment is contingent upon successful completion of a pre-employment background check.

Schedule

This is a year-round position with seasonal hours based on the firm's workload.

• Approximately 30+ hours per week outside of tax season
• Approximately 40 hours per week Mid-January through May (tax season)
• Monday through Friday daytime schedule
• On-site in Evansville, Indiana

Compensation

$25–$30 per hour, depending on experience

The person who succeeds in this position will become someone the professional staff can rely on to keep administrative processes moving, follow up on open items, and help ensure that our CPAs can remain focused on tax, accounting, and advisory work.