Client Services & Operations Coordinator

Job Description

Job Description

Saavedra Group is a growing tax and business services firm seeking a highly organized, proactive, and tech-savvy Operations & Client Experience Coordinator .

This is not a traditional receptionist position. The role combines client communication, workflow coordination, project follow-up, systems support, and day-to-day operational execution.

We are looking for someone who is comfortable working across multiple areas of the business, using technology and AI tools to improve efficiency, and making sure important tasks, client requests, and internal projects continue moving forward.

Key Responsibilities

• Assisting clients with routine requests
• Schedule and coordinate client appointments
• Monitor and help manage client communications and email follow-up
• Identify client needs and route technical tax questions to the appropriate team member
• Send proposals, engagement letters, introductions, and other approved client communications
• Review Zoom meeting transcripts and convert action items into tasks and follow-up
• Create, assign, update, and monitor jobs and tasks in TaxDome
• Follow up with clients and team members to ensure open items are completed
• Coordinate with the team member responsible for invoicing and follow up on outstanding client balances
• Help plan and implement workflows, automations, templates, and client communications in TaxDome
• Help turn business ideas into organized projects, timelines, tasks, and next steps
• Maintain internal checklists, procedures, and recurring operational processes
• Identify tasks or workflows that can be improved, automated, or simplified
• Help ensure that client requests and internal commitments do not fall through the cracks

AI & Technology

We are specifically looking for someone who is comfortable using modern technology and AI tools as part of their daily work.

The ideal candidate should be willing and able to use AI platforms to:

• Organize information and meeting notes
• Draft client communications
• Brainstorm and organize blog and newsletter content
• Help create procedures, checklists, and workflows
• Assist with project planning
• Improve repetitive administrative processes
• Research and learn new software features
• Help identify opportunities for automation

Advanced AI experience is not required, but the candidate should be curious, comfortable experimenting with technology, and willing to learn quickly.

Qualifications

• Excellent organization and follow-through
• Strong verbal and written communication skills
• Professional and friendly customer service
• Strong attention to detail
• Ability to manage multiple priorities and deadlines
• Ability to work independently within established procedures
• Strong problem-solving skills
• Comfortable taking initiative and identifying next steps
• Comfortable learning new software and systems
• Familiarity with AI tools such as ChatGPT or similar platforms
• Reliable and punctual
• Comfortable following up with clients by phone and email
• Ability to handle confidential client information professionally
• Bilingual English/Spanish it's a MUST

Tax Experience

Tax preparation experience is not required .

Previous experience in a tax, accounting, bookkeeping, legal, financial services, or other professional services office is a plus.

The right candidate will be trained on our firm's services, terminology, systems, and procedures.

Technology Experience

Experience with any of the following is helpful:

• TaxDome software
• Go High Level CRM
• AI tools
• Microsoft Office or Google Workspace
• Zoom
• Online payment systems
• Project management tools
• Email marketing or newsletter platforms

Who Will Succeed in This Role?

This position is best suited for someone who naturally asks:

“What needs to happen next?”

We want someone who does not simply complete an assigned task and move on.

If a client request requires several steps, this person helps keep the process moving.

If a meeting creates five action items, those action items are captured and followed through.

If a workflow could be improved or automated, this person is comfortable helping explore a better way to do it.

If a project is discussed today but needs work next month, it should not disappear.

The goal of this role is to help create a highly organized, responsive, and efficient operation where clients are taken care of, projects move forward, and important details do not get lost.