Client Services Coordinator

About the Role

Rodman & Associates is a Spokane Valley tax firm. We are hiring a Client Services Coordinator to keep the office’s administrative work organized and moving. You will be the primary contact for routine calls, messages, visitors, scheduling, and status questions. Technical tax questions go to the preparer or reviewer, while you manage the administrative follow-through.

Key Responsibilities

• Answer routine calls and messages, greet visitors, schedule appointments, and provide status updates. Route technical tax questions to the appropriate preparer or reviewer.
• Coordinate onboarding, engagement letters, organizers, appointments, document requests, and secure portal access under firm procedures.
• Keep CRM records current, including contact details, communication notes, assigned tasks, deadlines, and follow-up dates.
• Receive, scan, label, and organize documents. Check incoming materials against the administrative checklist and flag missing forms, signatures, or requested materials.
• Track document requests from the tax team, send approved reminders, and notify the preparer when information arrives or a client needs a technical answer.
• Monitor the shared work queue, identify overdue or stalled items, and alert the person responsible when a deadline is at risk.
• Coordinate calendars and review appointments based on preparation status, client readiness, and staff availability.
• Help deliver approved documents, collect required signatures, and track status under the firm’s authorization procedures.
• Maintain spreadsheets and simple tracking reports, support approved billing communications, and handle routine mail.
• Help keep the office organized and well maintained, monitor supply levels, and reorder supplies as needed or requested.
• Learn and document office processes, suggest practical improvements, and protect confidential client and firm information.

How You Will Work

You take responsibility for administrative follow-through and keep the team informed about pending items. Follow established priorities and bring conflicts to the designated manager. Initiative means noticing a missing document or stalled task, taking the appropriate next step, and recording the result. When a question is technical or beyond your authority, ask the appropriate person.

Requirements & Tech Stack

• Demonstrated client service, administrative, or office coordination experience requiring accurate records and dependable follow-through.
• Professional telephone and written communication skills, including the ability to remain composed, listen closely, document conversations, and confirm next steps.
• Experience using a CRM, task management system, or comparable client database to track contacts, notes, assignments, and follow-up dates.
• Comfort with spreadsheets, email, calendars, PDF tools, scanning, and electronic filing.
• Ability to sort and filter records and maintain accurate tracking lists.
• Ability to manage multiple requests, recognize priorities, and return to interrupted work without losing accuracy or missing commitments.
• Initiative to notice missing information or a stalled task and take the appropriate next step without repeated prompting.
• Ability to learn new software and written procedures, maintain confidentiality, and recognize when an issue needs technical or management input.

Qualifications

• Demonstrated client service, administrative, or office coordination experience.
• Professional telephone and written communication skills.
• Experience using a CRM, task management system, or comparable client database.
• Comfort with spreadsheets, email, calendars, PDF tools, scanning, and electronic filing.
• Ability to manage multiple requests, recognize priorities, and return to interrupted work.
• Initiative to notice missing information or a stalled task and take the appropriate next step.
• Ability to learn new software and written procedures, maintain confidentiality, and recognize when an issue needs technical or management input.

Preferred Qualifications

• Experience in a CPA, tax, financial services, legal, or other professional office.
• Familiarity with tax-season workflows, secure client portals, electronic signatures, or CCH Axcess administrative functions.
• Hands-on use of a CRM or task system. Tax preparation experience is helpful but is not required.

Position Details

• Employment: Full-time, year-round