Operations & Client Services Specialist

Stevans & Associates, PLLC; Pittsburgh (Allegheny County); Hybrid; USD 52,000 - 68,000; Full time

Benefits offered by this job

Performance-based bonus opportunities

Professional development and education

Job summary

Stevans & Associates, PLLC is a growing mid-sized regional business advisory firm providing accounting, tax preparation and planning, payroll, and business consulting to businesses of all sizes and individuals. The firm combines innovative digital tools with personalized guidance to deliver efficient, accurate, and accessible financial solutions.

The successful candidate will support internal operations and day-to-day client service, working with Microsoft 365, Karbon Practice Management,

Qualifications

• Strong client-facing skills with a focus on relationship-building.
• Excellent written and verbal communication abilities.
• Basic understanding of finance or financial services operations.
• High level of organization and attention to detail.
• Comfort with cloud-based tools and office productivity software.
• Ability to work independently and in a hybrid setting.
• Relevant experience in professional services or accounting/financial services.

Responsibilities

• Support client billing, payment processing, accounts receivable follow-up, and collections coordination.
• Maintain accurate administrative and operational records and recurring processes.
• Assist with office operations, vendor coordination, and scheduling logistics.
• Organize digital files, standardize information, and improve internal processes.
• Use technology and automation to reduce manual work and improve consistency.
• Support onboarding, special projects, and events coordinated by the Firm Administrator.
• Communicate professionally with clients, vendors, and team members and follow through on tasks.

Skills

Client-facing skills

Excellent communication

Finance/financial services knowledge

Organizational skills

Tech-savvy with cloud tools

Hybrid/work adaptability

Professional services experience

Education

Post-secondary education in business/finance

Tools

Microsoft 365

Karbon Practice Management

QuickBooks Online

Xero

Job description

Company Description Stevans & Associates, PLLC is a growing mid-sized regional business advisory firm providing accounting, tax preparation and planning, payroll, and business consulting to businesses of all sizes and individuals. The firm combines innovative digital tools with personalized guidance to deliver efficient, accurate, and accessible financial solutions. Client education is a core focus, helping clients understand their financial position and make informed decisions. Stevans & Associates emphasizes creative, forward-thinking strategies that support both professional and personal financial goals, fostering long-term partnerships built on trust and transparency.

Role Description We are seeking a proactive and adaptable professional to support both the internal operations of our firm and the day-to-day service needs of our clients. This position reports to the Firm Administrator and is designed for someone who enjoys variety, takes ownership, learns technology quickly, and willingly steps in wherever help is needed.

This is not a traditional administrative support position. The successful candidate will combine strong organization and follow-through with practical accounting support, sound judgment, curiosity, and a team-first mindset. You will help keep the firm running smoothly while also contributing directly to high-quality client service.

You will work with modern, cloud-based tools including Microsoft 365, Karbon Practice Management, QuickBooks Online, Xero, payroll platforms, document management systems, and other technology used across our firm and client base.

Why This Role is Different This position offers meaningful variety and room to grow. It is ideal for someone who can handle essential operational details while also becoming a trusted contributor to client work, technology adoption, process improvement, and the overall success of the team. The right person will not simply wait for assignments. They will notice what needs attention, communicate clearly, and help move the work forward.

What We Are Looking For

• Strong client-facing skills, including Client Services and Customer Service, with a focus on building long-term relationships.
• Excellent Communication abilities, both written and verbal, to convey complex information clearly and professionally.
• Commitment to Customer Satisfaction, with a track record of resolving issues and managing expectations effectively.
• Basic understanding of Finance or financial services operations to support accounting, tax, and consulting workflows.
• High level of organization, attention to detail, and ability to manage multiple tasks and deadlines in a fast-paced environment.
• Comfort with technology and cloud-based tools; proficiency with office productivity software and client management systems.
• Ability to work both independently and collaboratively in a hybrid setting, demonstrating reliability and accountability.
• Relevant experience in professional services, accounting, financial services, or a similar client-centric environment; post-secondary education in business, finance, or a related field is preferred.

Duties and Responsibilities, Firm Operations

• Support client billing, payment processing, accounts receivable follow-up, and collections coordination
• Maintain accurate administrative and operational records, trackers, and recurring processes
• Assist with office operations, vendor coordination, supplies, mail, scheduling logistics, and workplace needs
• Help organize digital files, standardize information, and improve internal processes and documentation
• Use technology and automation to reduce manual work and improve consistency
• Support onboarding, special projects, firm events, and other priorities coordinated by the Firm Administrator
• Communicate professionally with clients, vendors, and team members and follow matters through to completion

Duties and Responsibilities, Client Service Support

• Perform routine bookkeeping and transaction coding under the direction of accounting professionals
• Assist with bank and credit card reconciliations, data verification, and account clean-up
• Support payroll processing, payroll data collection, and related client follow-up
• Coordinate document intake, organize source materials, and confirm that requested information is complete
• Enter, review, and validate information across accounting, tax, payroll, and workflow systems
• Communicate with clients regarding missing documents, routine questions, deadlines, and next steps
• Help prepare recurring client deliverables and maintain accurate work status in Karbon
• Protect confidential client and firm information and follow established security procedures
• Flexible hybrid opportunity
• Ability to work from home while meeting client and team commitments
• Occasional travel required (post office, bank, off-site firm meetings, etc.)

Compensation

• Competitive salary based on experience and credentials
• Performance-based bonus opportunities
• Professional development and continuing education support
• Opportunity for career advancement within a growing firm

We are an equal opportunity employer. All candidates will be recruited and, if applicable, selected and employed without regard to sex, race, religion, marital status, veteran status, age, national origin, sexual orientation, gender identity, color, creed, ancestry, disability, genetic information or any other basis prohibited by law.