Full Time Administrative Operations Coordinator
Fiore Accounting & Tax Services is seeking an organized, proactive, and tech-savvy Administrative Operations Coordinator to support the daily operations of their growing accounting firm. The role involves managing client communication, coordinating onboarding, collecting financial documents, and ensuring smooth internal workflows.
Responsibilities
- Communicate with clients via phone and email in a professional and timely manner
- Follow up with clients to collect missing documents and information
- Track outstanding client items and ensure deadlines are met
- Monitor client portals and communication channels
- Coordinate onboarding for new clients
- Collect required documents, account access, and engagement information
- Set up and organize client records within firm systems
- Ensure all onboarding steps are completed before work begins
- Pull monthly bank and credit card statements for clients
- Maintain organized digital client files and documentation
- Verify completeness of client records prior to bookkeeping and tax work
- Follow up with clients for missing financial documents
- Provide administrative support to both bookkeeping and tax teams
- Maintain internal workflows and ensure tasks move forward efficiently
- Assist with organizing documents related to bookkeeping and tax preparation
- Support overall firm operations and daily administrative needs
- Help supervise administrative interns or junior team members
- Assign and track administrative tasks
- Ensure work is completed accurately and on time
Skills
- Must be located in Gainesville, FL
- Associate's degree or higher
- Strong organizational skills and attention to detail
- Excellent written and verbal communication skills
- Ability to manage multiple tasks and prioritize effectively
- Comfortable using technology and cloud-based software
- Reliable high-speed internet and a quiet workspace
- Be able to pass a background check
- Prior experience in an administrative, office management, or operations role
- Experience in an accounting, bookkeeping, or professional services environment
- Experience coordinating interns or junior staff
Benefits
- Health insurance offered
- 401(k) retirement plan available
- General Paid Time Off plus paid holidays policy
- Work-issued laptop provided
Company Overview