Firm Operations & Client Services Coordinator

Firm Operations & Client Services Coordinator

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.

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.

• 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

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

• Tax Dome
• Ultra Tax
• Sure Prep
• 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.

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 Quick Books 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.

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

• Approximately 30+ hours per week…