Client Success & Operations Coordinator

Job Title: Client Success & Operations Coordinator (CPA Firm)

Location: Milpitas, CA

Pay: $25–$35 per hour | Full-time (40 hrs/week) | In-person

About Us

We are a growing CPA and advisory firm focused on delivering high-quality tax, accounting, and advisory services to individuals and small businesses. We value efficiency, responsiveness, and a strong client experience.

We are looking for a proactive, detail-oriented Client Success & Operations Coordinator to help manage client communications, keep workflows organized, and support the firm’s day-to-day operations.

Role Overview

This role sits at the center of our firm’s operations. You will be the primary point of contact for clients, ensure nothing falls through the cracks, and help keep our internal processes running smoothly, especially during busy tax seasons.

This is not a traditional receptionist role. We are looking for someone who can take ownership, stay organized under pressure, and help improve how we operate.

Key Responsibilities

# Client Communication & Support

- Serve as the first point of contact for client inquiries (email and phone)

- Follow up with clients on missing documents and information

- Guide clients through onboarding, portal setup, and next steps

- Maintain a professional, responsive, and friendly client experience

# Workflow & Deadline Management

- Track client projects and ensure deadlines are met

- Monitor workflow systems and keep tasks moving forward

- Coordinate with team members to prioritize and manage workload

- Assist with tax season tracking (extensions, filings, deliverables)

# Administrative & Operational Support

- Prepare and send engagement letters and organizers

- Manage document collection and filing

- Schedule meetings and manage calendars

- Support billing and invoicing processes

# Process Improvement

- Identify inefficiencies and suggest improvements

- Help implement and maintain standard operating procedures

- Support adoption of tools and systems to improve efficiency

Qualifications

# Required

- 2–5 years of experience in an administrative, client service, or operations role

- Strong written and verbal communication skills

- Highly organized with strong attention to detail

- Ability to manage multiple tasks and deadlines simultaneously

- Proficiency with email and office tools

# Preferred

- Experience in a CPA firm, tax office, bookkeeping firm, or similar environment

- Familiarity with CRM or practice management software

- Experience in deadline-driven environments

# What We’re Looking For

- Proactive and takes ownership of tasks

- Strong follow-through

- Comfortable communicating with clients and team members

- Process-oriented mindset

- Calm and organized under pressure

# Compensation & Benefits

Competitive compensation based on experience. Flexible work arrangement. Growth opportunities.