Client Account Services Administrative Coordinator

Job Description

Job Description

Who We Are

At Mahoney, we have a passion for precision by going beyond completing the necessary tasks to deliver financial peace of mind. Our Client Advisory Services team delivers real-time insights, strengthens financial understanding, and provides tailored guidance so you can make informed decisions and drive your business forward.

Located just outside downtown St. Paul along the Mississippi River, Mahoney has been recognized multiple times by Accounting Today, the StarTribune, and the Twin Cities Business Magazine as a top workplace. Since 1989, we've provided comprehensive audit, tax, and consulting services for individuals, businesses, real estate developers, and nonprofit organizations.

What You'll Do

As an Administrative Coordinator, you play a critical role in supporting the efficiency, organization, and consistency of the Client Advisory Services (CAS) team. You coordinate workflows, track key deadlines, and provide proactive follow-up to help ensure work progresses smoothly and meets firm standards. This role reports primarily to CAS team leadership and supports the CAS team, while also collaborating with other departments as needed - particularly during peak and busy seasons.

You will monitor assignments, send timely reminders, and maintain visibility into deadlines and deliverables across engagements. By supporting adherence to standardized processes, checklists, and documentation requirements, you help the team maintain high-quality, consistent output.

This role also includes following up on missing information, incomplete steps, or process deviations in a professional and collaborative manner. You will identify recurring delays or gaps, escalate concerns when appropriate, and contribute to continuous improvements in team workflows.

In addition, you provide administrative and client service support by assisting with proposals, engagement letters, and onboarding documentation. You support billing processes by gather information, tracking billable items, preparing invoices, and helping ensure timely invoices and collections.

You will assist with year-end processes, including 1099 tracking and preparation, and organize vendor documentation while monitoring key deadlines. Maintaining accurate client files, correspondence, and workflow documentation in alignment with firm standards is an essential part of the role.

This is an onsite, part-time position requiring approximately 25-30 hours per week spread across five days.

Required Education & Skills

• Strong organizational skills with the ability to manage multiple priorities and deadlines
• High attention to detail with a focus on accuracy and consistency
• Strong communication skills to provide clear, constructive follow-up and ensure accountability

Preferred Education & Skills

• Experience with workflow tools (e.g. Double, Asana, Karbon, Excel) and process coordination
• Proficiency in Microsoft Excel, including analyzing data (e.g. hours by employee/project), building project budgets, creating schedules/forecasts, and preparing unbilled work for invoicing
• Experience with Microsoft Word and familiarity with CoPilot
• Administrative or client service experience in a professional environment
• Proactive mindset with strong problem-solving abilities and focus on continuous improvement

What We Provide

Our leadership embraces a culture of curiosity, adaptability, and continuous growth. We firmly believe that this mindset is essential for providing exceptional service to our clients and making a positive impact on our community. We are committed to developing every employee to unlock their true potential, and our close-knit environment fosters teamwork while building strong internal relationships.

Mahoney offers a range of unique benefits to our staff with eligilbility determined upon your hours worked. These include firm contributions to Health Savings Accounts, profit sharing, flexible work arrangements, fun firm/team events, free onsite parking, and access to our in-house fitness center.

Our compensation package includes a competitive pay rate ranging from $20 to $25 per hour.

Mahoney does not accept resumes from third-party vendors.