Operations Coordinator

Calibre CPA Group; New York (NY); On-site; USD 60,000 - 80,000; Full time

Job summary

Calibre CPA Group is seeking a Compliance Department Operations Coordinator to support day-to-day operations, monitor audit workflow, track staff time, and maintain audit databases. The role emphasizes organization, proactive follow-up, and strong communication with internal teams, managers, clients, and external contacts.

In this fast-paced professional services environment, you will ensure deadlines are met, templates are updated, and reports are produced with accuracy and timeliness to

Qualifications

• Strong organizational and follow up skills with the ability to manage multiple priorities and deadlines.
• Excellent attention to detail and commitment to accurate documentation.
• Professional communication skills including the ability to interact with internal staff managers clients and external contacts.
• Ability to work independently identify issues and escalate matters appropriately.
• Experience with audit administration, project coordination, compliance operations or professional services administration preferred.

Responsibilities

• TIME AND UTILIZATION OVERSIGHT: Review prior week time entries for staff and seniors each Monday to ensure timely and accurate submission.
• AUDIT ADMINISTRATION AND DOCUMENTATION: Assemble and deliver final audit reports in accordance with client requirements; generate and distribute engagement letters and status reports; maintain audit database and enter new work; update audit templates as needed.
• STAFF MONITORING AND WORKFLOW MANAGEMENT: Manage the department's check in/check out process for auditors; follow up with staff; escalate issues; monitor deadlines and overdue items.
• MONTHLY REPORTING AND QUALITY TRACKING: Review audits from prior month; prepare reporting on utilization hours and audit production; ensure explanations for overages are documented; verify monthly submission expectations; prepare exception reports.

Skills

Organization

Attention to detail

Communication

Independent work

Tools

Scoro

Power BI

Outlook

Excel

Word

Teams

Document management

Job description

Position Summary

Position Summary The Compliance Department Operations Coordinator is responsible for supporting the day to day operations of the Compliance Department by monitoring audit workflow tracking staff time and utilization maintaining audit database coordinating audit documentation and ensuring key deadlines and reporting requirements are met This role requires strong organizational skills attention to detail proactive follow up and the ability to communicate effectively with internal team members managers clients and external contacts

Job Responsibilities

• TIME AND UTILIZATION OVERSIGHT

  Review prior week time entries for staff and seniors each Monday to ensure timely and accurate submission

  Monitor utilization metrics and identify trends that may require follow up or escalation

• AUDIT ADMINISTRATION AND DOCUMENTATION

  Assemble and deliver final audit reports in accordance with each clients specific requirements and preferences

  Generate and distribute engagement letters and status reports to clients

  Submit scheduling issues to the appropriate fund or client contact in a timely manner

  Maintain database for current and completed audits ensuring records are accurate and up to date

  Enter new audit work into the database and time entry system

  Make updates to audit templates upon request

• STAFF MONITORING AND WORKFLOW MANAGEMENT

  Manage the departments check incheck out process for auditors in the field

  Follow up with staff who do not check in or check out within designated timeframes

  Escalate issues promptly when employers cancel appointments or refuse to provide required audit documentation

  Monitor audit deadlines and identify overdue items

• MONTHLY REPORTING AND QUALITY TRACKING

  Review audits submitted during the prior month and prepare reporting on utilization hours and audit production by auditor

  Confirm that explanations for audits exceeding target hours are documented in database

  Verify that staff are meeting monthly audit submission expectations and communicate gaps or trends to management

  Ensure evaluation scores are entered for delivered audits

  Prepare exception reports for audits exceeding target hours as applicable

Qualifications

• Strong organizational and follow up skills with the ability to manage multiple priorities and deadlines
• Excellent attention to detail and commitment to accurate documentation
• Professional communication skills including the ability to interact with internal staff managers clients and external contacts
• Ability to work independently identify issues and escape matters appropriately
• Experience with audit administration project coordination compliance operations or professional services administration preferred

Preferred Systems Experience

• Scoro or similar project managementworkflow tracking software
• Power BI or other reporting tools
• Microsoft Office applications including Outlook Excel Word and Teams
• Document management systems and shared folder environments

Ideal Candidate Profile

The ideal candidate is proactive detail oriented and comfortable working in a fast paced professional environment This individual should be able to monitor deadlines communicate clearly maintain accurate records and support department leadership by keeping audit workflow and reporting processes organized and current

EEO Calibre is an Equal Opportunity Employer We consider all qualified applicants without regard to race color religion sex national origin age disability veteran status sexual orientation gender identity or any other protected status under federal state or local law