Client Account Services Administrative Coordinator

Mahoney•St Paul, MN

48d•Onsite

About The Position

Mahoney's Client Advisory Services (CAS) team is seeking an Administrative Coordinator to support the efficiency, organization, and consistency of their operations. This role is crucial for coordinating workflows, tracking deadlines, and ensuring work progresses smoothly while meeting firm standards. The Administrative Coordinator will report to CAS team leadership and collaborate with other departments, especially during peak seasons. Key responsibilities include monitoring assignments, sending reminders, maintaining visibility into deadlines, and supporting standardized processes and documentation. The role also involves following up on missing information, identifying recurring issues, and contributing to workflow improvements. Additionally, the position provides administrative and client service support for proposals, engagement letters, onboarding, and billing processes, including preparing invoices and ensuring timely collections. Assistance with year-end processes like 1099 tracking and vendor documentation is also part of the role, along with maintaining accurate client files and documentation.

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 to maintain high-quality, consistent output.
Follow up on missing information, incomplete steps, or process deviations in a professional and collaborative manner.
Identify recurring delays or gaps, escalate concerns when appropriate, and contribute to continuous improvements in team workflows.
Provide administrative and client service support by assisting 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.