✨ Position Summary

The Client & Executive Operations Coordinator is a hybrid role that blends client service excellence, executive-level support, and critical administrative coordination. You’ll serve as the trusted liaison for both clients and internal teams, ensuring seamless service delivery across the accounting, bookkeeping, and advisory functions, while also providing high-level support to the two directors by managing calendars, emails, and operational logistics.

This role is ideal for someone highly organized, proactive, people person that is comfortable wearing multiple hats in a fast-paced, client-focused accounting environment.

🧩 Key Responsibilities

🧾 Client Relationship & Service Coordination

Act as the primary relationship manager for clients

Coordinate workflows between internal teams to ensure timely, high-quality service

Lead client check-in calls, reviews, and satisfaction feedback loops

Support proposal and engagement letter delivery (via Ignition)

Manage client onboarding documents, ID checks, portal access, and checklists

Track key client deadlines (lodgement dates, reporting cycles, deliverables)

Identify upsell opportunities and escalate service concerns as needed

📋 Administrative Support & Logistics

Create and send invoices, track payments, and follow up as needed

Organize files, forms, and folders within client portals and Google Drive

Maintain task checklists and document management systems

Support general team administration, including data entry, scheduling, and tracking

🧑‍💼 Executive Assistance

Review and filter directors and sales email inboxes daily; surface key items

Draft and schedule replies, delegate internally when applicable

Manage complex calendars: book meetings, create buffers, and avoid conflicts

Prepare meeting agendas, summaries, and light follow-ups

Maintain a running action-item list and remind of priority tasks

🛠️ Tools & Platforms

CRM / Project Mgmt: Karbon, Ignition

Accounting Tools: Xero

Scheduling: Calendly, Outlook calendar

Communication: Microsoft Teams, Karbon

Docs & Portals: One Drive

✅ Key Qualifications

2–4 years experience in client services, operations, or executive support (accounting or professional services preferred)

Highly organized with strong attention to detail, spelling, grammar and follow-through

Strong communication and relationship-building skills

Tech-savvy and able to quickly learn firm tools and platforms

Discreet, reliable, and able to handle sensitive information with care

Comfortable multitasking across client and executive priorities

💡 Nice to Have

Familiarity with accounting firm workflows (BAS, tax lodgements, proposals)

Experience in hybrid service/admin/EA roles

Working knowledge of Australian compliance deadlines and tools (ATO, ASIC, etc.)