Client Account Services Administrative Coordinator

Mahoney | CPAs and Advisors•Saint Paul, MN

50d•$20 - $25•Onsite

About The Position

As an Administrative Coordinator, you play a critical role in supporting the efficiency, organization, and consistency of the Client Advisory Services (CAS) team. You coordinate workflows, track key deadlines, and provide proactive follow-up to help ensure work progresses smoothly and meets firm standards. This role reports primarily to CAS team leadership and supports the CAS team, while also collaborating with other departments as needed - particularly during peak and busy seasons. You will monitor assignments, send timely reminders, and maintain visibility into deadlines and deliverables across engagements. By supporting adherence to standardized processes, checklists, and documentation requirements, you help the team maintain high-quality, consistent output. This role also includes following up on missing information, incomplete steps, or process deviations in a professional and collaborative manner. You will identify recurring delays or gaps, escalate concerns when appropriate, and contribute to continuous improvements in team workflows. In addition, you provide administrative and client service support by assisting with proposals, engagement letters, and onboarding documentation. You support billing processes by gather information, tracking billable items, preparing invoices, and helping ensure timely invoices and collections. You will assist with year-end processes, including 1099 tracking and preparation, and organize vendor documentation while monitoring key deadlines. Maintaining accurate client files, correspondence, and workflow documentation in alignment with firm standards is an essential part of the role. This is an onsite, part-time position requiring approximately 25-30 hours per week spread across five days.

Requirements

Strong organizational skills with the ability to manage multiple priorities and deadlines
High attention to detail with a focus on accuracy and consistency
Strong communication skills to provide clear, constructive follow-up and ensure accountability

Nice To Haves

Experience with workflow tools (e.g. Double, Asana, Karbon, Excel) and process coordination
Proficiency in Microsoft Excel, including analyzing data (e.g. hours by employee/project), building project budgets, creating schedules/forecasts, and preparing unbilled work for invoicing
Experience with Microsoft Word and familiarity with CoPilot
Administrative or client service experience in a professional environment
Proactive mindset with strong problem-solving abilities and focus on continuous improvement

Responsibilities

Monitor assignments, send timely reminders, and maintain visibility into deadlines and deliverables across engagements.
Support adherence to standardized processes, checklists, and documentation requirements.
Follow up on missing information, incomplete steps, or process deviations in a professional and collaborative manner.
Identify recurring delays or gaps, and escalate concerns when appropriate.
Contribute to continuous improvements in team workflows.
Assist with proposals, engagement letters, and onboarding documentation.
Support billing processes by gathering information, tracking billable items, preparing invoices, and helping ensure timely invoices and collections.
Assist with year-end processes, including 1099 tracking and preparation.
Organize vendor documentation while monitoring key deadlines.
Maintain accurate client files, correspondence, and workflow documentation in alignment with firm standards.