Client Service Coordinator

Client Service Coordinator

The person who keeps client communication, documents, and next steps moving.

Position: Full-time, non-exempt, 40 hours per week - Work location: Remote with optional in-office access for Seattle-area employees

Team: Tax Department Administration - Salary: $58,000-68,000 depending upon experience

About R.D. Barnett PLLC

R.D. Barnett PLLC is a growing accounting, tax, and advisory firm. Accounting, tax, and advisory services are the heart of our business, but relationships are our lifeblood. We listen, ask questions, customize solutions, and care about outcomes. We are also a technology-forward firm that uses modern systems, automation, and AI tools to improve the client and employee experience.

Position Overview

The Client Service Coordinator is the traffic controller for the client journey. This person coordinates communication, documents, deadlines, and handoffs between clients and our professionals so clients always know what is needed, what happens next, and who is responsible. The role owns the daily execution of nontechnical client-service workflows across tax, accounting, and advisory engagements. Important role boundary: This position does not answer tax-specific questions or make technical tax determinations. No prior tax knowledge is required. The coordinator gathers facts, provides administrative guidance, and routes technical questions to the appropriate professional.

What You Will Own

Client Communication and Triage

• Serve as a responsive, welcoming point of contact for client and prospect questions related to systems, document receipt, & general process questions.
• Monitor assigned shared inboxes, client portals, and incoming requests; acknowledge receipt, clarify what is needed, and route each item to the right person.
• Help clients use firm-supported systems, portals, document uploads, access codes, and electronic signatures.
• Conduct scripted introductory calls with prospective clients, gather nontechnical background information, explain the firm's process, and coordinate next steps for scoping. Provide support to the Business Development efforts with follow up on proposals, scoping documents, and proposal generation.
• Communicate proactively when an answer or deliverable is still in progress so clients are never left wondering whether their request was received.

Onboarding, Offboarding, and Engagement Administration

• Coordinate onboarding for new, re-engaging, and established clients, including client records, contacts, access, permissions, project setup, and internal handoffs.
• Draft and coordinate engagement letters, proposals, and related client agreements using approved scopes and pricing; track completion and escalate stalled items.
• Coordinate required offshore-consent documentation and maintain accurate completion records.
• Manage client offboarding and disengagement workflows, including records, access, communication steps, and internal notifications.

Tax-Season Client Coordination

• Prepare and send organizers, questionnaires, document requests, and reminders through the firm's approved systems.
• Review, file, and organize client-uploaded information; identify incomplete submissions, acknowledge receipt, notify the appropriate team, and update the related project or tracker.
• Create and maintain client binders and other administrative workpapers in accordance with documented procedures.
• Follow up on missing information, signatures, engagement letters, organizer completion, and other open items needed to move client work forward.
• Coordinate tax-return delivery, electronic signature, e-file authorization, filing, and final document distribution; monitor status across systems and escalate risks before deadlines are affected.
• Provide administrative support for client payment and tax-agency processes as directed, without interpreting tax law or providing tax advice.

Project & Workflow Coordination

• Own the administrative movement of client work through the firm's workflow systems, including promptly marking materials as received, initiating the appropriate projects and workflows, and keeping work moving through each required stage.
• Monitor project status, deadlines, outstanding information, and next steps; follow up on stalled or overdue items and escalate blockers to the appropriate team member.
• Manage tasks within Double, including creating, assigning, updating, monitoring, and closing tasks as the platform is implemented across the firm.
• Maintain accurate project records so team members can quickly identify each project's current status, responsible party, outstanding needs, and next action.

Client Records, Notion, and Workflow Visibility

• Own the day-to-day accuracy and upkeep of tax-department client pages and administrative trackers in Notion.
• Keep client contacts, services, project status, meeting notes, key context, open requests, and next actions current across approved systems.
• Run routine client-service and tax-administration reports, reconcile discrepancies, and follow up on items that are incomplete or overdue.
• Document repeatable procedures and maintain usable checklists so work is consistent, transferable, and easy to train.

Relationship Support

• Maintain a relationship-outreach calendar for birthday messages, milestone acknowledgements, approved client gifts, and other high-touch follow-up.
• Coordinate approved client communications through Mailchimp or similar tools and keep outreach records current.
• During lighter periods, prioritize client-record cleanup, proactive outreach, onboarding and offboarding maintenance, process documentation, and other client-service work that improves readiness for the next deadline cycle.

What Success Looks Like

• Clients receive prompt acknowledgement, clear next steps, and professional follow-through.
• Engagement letters, organizers, document requests, signatures, and delivery steps are completed on time or escalated early.
• Client pages, trackers, and system records are accurate enough for the team to rely on without detective work.
• Technical professionals spend less time on administrative follow-up and have the information they need when they need it.
• Client-service procedures are documented, repeatable, and consistently followed.
• The firm enters peak periods organized and exits them with records and outstanding items under control.
• You adapt quickly as the firm grows and systems, processes, and responsibilities evolve, learning new tools and translating change into consistent client-service execution.

Who You Are

• Service-minded. You make people feel heard, respond promptly, and communicate clearly even when the full answer is not yet available.
• Detail-oriented. You document decisions, maintain accurate records, and notice missing information before it becomes a deadline problem.
• Accountable. You own follow-through, use reliable tracking systems, and escalate risks instead of hoping they disappear.
• Communicative. You are comfortable emailing and calling clients and can translate process steps into plain language.
• Proactive. You anticipate follow-ups, spot bottlenecks, and act before someone has to chase you.
• Trustworthy. You handle confidential client and firm information with sound judgment and discretion.
• Technology-comfortable. You learn new systems quickly and use tools, templates, automation, and AI responsibly to improve your work.
• Adaptable. You remain calm and organized in a fast-paced, deadline-driven environment where priorities can change quickly.
• Process-minded. You improve and document repeatable work.
• Self-directed. You manage priorities, follow established processes, and move work forward with minimal supervision, while using sound judgment to ask questions or escalate issues when needed.

Qualifications

• Two or more years of experience in client service, administration, project coordination, or a related role.
• Strong written, verbal, and interpersonal communication skills, including confidence speaking directly with clients.
• Demonstrated ability to manage multiple deadlines, follow-ups, systems, and stakeholders without losing visibility.
• Proficiency with Microsoft Outlook, Word, and Excel, plus the ability to learn unfamiliar software quickly.
• Experience with Notion, Missive, SafeSend, Practice CS, QuickBooks Online, tax workflow software, or other professional-services systems is helpful but not required.
• Experience in an accounting, legal, financial-services, or other deadline-driven professional-services environment is preferred but not required.
• Ability to work additional hours as needed during peak periods, typically February through