Client Services & Operations Coordinator

JOB DESCRIPTIONClient Services & Operations CoordinatorWebster, NY (In-office)ScheduleFull-time during tax season (Jan–Apr) · Part-time off-season (May–Dec)CompensationAbout Tripi & PeerTripi & Peer Tax and Accounting, LLC is a growing local firm in the Webster/Rochester area serving small businesses, contractors, and individuals with tax preparation, bookkeeping, payroll, and tax planning. We're a small, close-knit team that takes our work seriously, but also likes to have FUN — we're building toward something. This role is a key part of that.We use modern tools and we're actively improving our systems and client experience. We're looking for someone who's organized, proactive, and genuinely enjoys being the person who keeps things running smoothly.Role SummaryThe Client Services & Operations Coordinator is the first voice clients hear and the organizational backbone of our office. You'll manage client communication, scheduling, and intake — and you'll also own key operational workflows including our client portal, billing, and onboarding. This is not a passive front-desk role. We're looking for someone who takes ownership, spots problems before they become issues, and helps the firm run efficiently during one of the most demanding seasons in professional services.Key ResponsibilitiesClient Communication & Front DeskAnswer incoming phone calls professionally and warmly; route and resolve client inquiriesRespond to client emails and portal messages in a timely mannerSchedule appointments and manage the firm calendar for both partnersGreet and assist walk-in clients during tax seasonFollow up with clients on missing documents, pending signatures, and outstanding itemsPortal & Pipeline ManagementOwn day-to-day management of the client portalMove jobs through the workflow pipeline and keep statuses currentSend organizers, engagement letters, and document requests to clientsMonitor pending client tasks and follow up proactively on incomplete itemsEnsure client records, contact information, and tags are accurate and up to dateClient Onboarding & Engagement LettersGuide new clients through the intake process from initial inquiry to signed engagementPrepare and send engagement letters & Organizers using firm templatesCollect, Scan and organize client information and prior-year returnsSet up new client records in our Practice Management System and QuickBooks Online as applicableEnsure new clients understand the firm's process, portal, and communication normsBilling & InvoicingPrepare and send client invoices Track outstanding balances and follow up on past-due accounts professionallyProcess payments and record transactions accuratelyAssist with month-end billing reconciliation and reporting to partnersGeneral Office OperationsManage incoming and outgoing mail; handle scanning and document filingOrder office supplies and manage vendor relationships as neededSupport partners with special projects and administrative tasksHelp identify workflow inefficiencies and suggest improvementsWhat We're Looking ForRequired2+ years of experience in an office, administrative, or client services roleExcellent written and verbal communication — professional, warm, and clearStrong organizational skills and attention to detail; you don't let things fall through the cracksComfortable learning new software; tech-proficiency is essential in this roleAbility to manage competing priorities calmly during high-volume tax seasonReliable, punctual, and discreet — we handle sensitive financial information every dayExperience with Google Workspace and QuickBooks OnlinePreferred (Nice to Have)Experience in a tax, accounting, legal, or financial services officeFamiliarity with TaxDome, QuickBooks Online, or similar practice management toolsExperience with billing, invoicing, or accounts receivableAssociate's or bachelor's degree in business, accounting, or related fieldWhat Success Looks LikeIn your first 30 days, you've learned our systems, can move jobs independently through TaxDome, and clients are getting timely responses without the partners having to chase things down.In your first 90 days, billing is running smoothly, new client onboarding follows a consistent process, and you've identified at least one thing we could be doing better.By your first tax season, you are the operational anchor of the office — the person the team relies on to keep the machine running when everything else is moving fast.What We OfferCompetitive hourly pay Seasonal schedule flexibility — reduced hours in the off-season give you summers backA small-team environment where your work is visible and valuedExposure to a modernizing firm with real opportunities to expand your roleA supportive, professional atmosphere — no micromanagement, just clear expectationsHow to ApplyPlease send your resume and a brief note about why this role is a good fit for you to shawn@tripipeer.com. Applications without a note will not be considered — we want to hear how you think, not just where you've worked.Tripi & Peer Tax and Accounting, LLC is an equal opportunity employer.