Operations Coordinator

WFFA Advisors•Floral Park, NY

4d•$50,000 - $70,000•Onsite

About The Position

This operations role will be the first point of contact for clients and a key part of the team that keeps the office running smoothly. The role covers front office operations, administrative support for all firm professional staff, and hands-on involvement in the day-to-day workflow of a busy accounting practice. This is especially important during tax season, when the pace accelerates and the ability to stay organized, calm, and proactive helps keep both clients and the team on track.

Requirements

3+ years of experience in an office administration, receptionist, or front desk role (experience in a professional services or accounting firm is a plus, but not required)
High school diploma required
Strong organizational skills with the ability to manage multiple tasks and shifting priorities at once
Excellent communication skills, both on the phone and in person
Comfortable with technology and able to learn new systems quickly
Proficiency in Microsoft Office Suite is required
A professional, friendly demeanor that makes clients feel welcome
Ability to handle sensitive and confidential information with discretion
Self-starter who takes initiative and doesn’t wait to be told what needs to get done
Applicants must be authorized to work for any employer in the U.S.

Nice To Haves

associate or bachelor’s degree a plus
familiarity with accounting firm workflow or document management software is a plus

Responsibilities

Greet clients and visitors in a warm, professional manner and ensure they are directed to the right team member
Answer and route incoming calls, take detailed messages, and follow up as needed
Serve as a point of contact for client inquiries related to document drop off, return pickup, and general firm questions
Assist clients with firm portal or applications used for distribution of tax returns or engagement letters.
Manage intake and logging of client source documents, including during high-volume busy season periods
Scan, organize, and file client documents in the appropriate systems, keeping records accurate and up to date
Assemble, package, and track completed tax returns for client delivery
Help coordinate the flow of work between clients and professional staff to keep engagements moving
Create and issue engagement letters at year end via firm systems
Maintain and update client information in the firm's practice management system
Sort, distribute, and process incoming and outgoing mail
Order office supplies and maintain vendor relationships for office services
Keep the front office, reception area, and conference rooms clean and presentable
Manage day-to-day use of office technology, including phones, printers, and copiers
Support staff with scheduling tools, email coordination, and calendar management