Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

The Firm Administrator, Service Coordinator & Onboarding Specialist is a critical, front-line role responsible for ensuring operational excellence, exceptional client experience, and smooth internal coordination across the firm.

This role serves as the hub of the firm - owning client communications, managing the front and back end of tax workflows, coordinating new client onboarding, and supporting firm-wide operations and modernization initiatives. The ideal candidate is highly organized, client-oriented, process-driven, and energized by building structure and clarity in a growing firm.

• Manage the front-end of the tax return process, including tax season kickoff communications, organizers, document requests, scanning, and Sure Prep input/verification.
• Track and update client tasks in Canopy to advance work through preparation, review, and completion.
• Manage the back-end of the tax process, including return assembly, Canopy delivery, 8879 processing, e-filing, acknowledgements, and workpaper organization.
• Coordinate with tax preparers, reviewers, and seasonal staff to ensure timely and accurate filings.
• Continuously refine and document tax season workflows to improve efficiency and consistency.

• Serve as the primary front-line contact for client communications (in-person, phone, and email).
• Field client questions, determine what requires CPA involvement, and ensure timely follow-up.
• Proactively communicate deadlines, document needs, next steps, and upcoming meetings.
• Conduct client check-ins to gather feedback and support service quality.
• Communicate H unofficial's value proposition clearly and professionally to clients and prospects.

• Serve as the point person for all new client intake and onboarding.
• Screen incoming inquiries using standardized intake criteria (including minimum fees and service fit).
• Set up new clients across firm systems (Canopy, tax software, portals).
• Send proposals, engagement letters, welcome communications, and document requests.
• Ensure a smooth, professional onboarding experience that sets the tone for long‑term client relationships.

• Maintain and manage the client master list and task templates in Canopy.
• Oversee firm-wide administrative calendars, due date tracking, and recurring client communications.
• Facilitate internal communication by ensuring tasks, statuses, and priorities are clearly documented and visible.
• Support client work where applicable (payroll coordination, sales & use tax, CAT tax, bill','=pay).
• Assist with development and maintenance of templates (client communications, engagement letters, workflows).

• Champion a paperless office, ensuring all current and historical client documents are properly stored in Canopy.
• Stay current on Canopy and other firm technology enhancements; help the team adopt best practices.
• Identify opportunities to improve efficiency through process improvements, automation, and better communication.
• Support Franklin Alliance initiatives related to operational excellence and scalability.

• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills; confident interacting with clients.
• Ability to manage multiple workflows, deadlines, and priorities simultaneously.
• Process-oriented mindset with a passion for efficiency and continuous improvement.
• Comfort with technology and willingness to learn firm systems (Canopy, Sure Prep, tax software, portals).
• Professional, proactive, and værdige demeanor.
• Prior experience in a CPA firm or professional services environment preferred зам.