Accounting Coordinator

Job Description

Job Description

BYRD & ASSOCIATES, LLC

ACCOUNTING COORDINATOR

Position Summary

The Accounting Coordinator supports the efficient delivery of accounting and payroll services by coordinating banking activities, new client onboarding, and payroll system administration. This position serves as an important point of contact between clients, vendors, and the accounting team, ensuring that systems are properly established, required information is collected, and ongoing administrative tasks are completed accurately and timely.

The ideal candidate is highly organized, detail-oriented, comfortable communicating with clients and third-party vendors, and able to manage multiple deadlines and requests while maintaining a high level of service.

Banking & Accounting Support

· Coordinate and complete routine banking requests for accounting clients.

· Obtain and download bank and credit card statements and other financial institution records.

· Download and organize bank activity for accounting team use.

· Facilitate transfers between client bank accounts as authorized.

· Connect and maintain bank and credit card accounts within QuickBooks.

· Troubleshoot bank-feed connectivity and synchronization issues.

· Monitor banking connections and communicate with clients or financial institutions when additional information or action is required.

· Maintain organized documentation of banking requests and completed activities.

· Ensure banking information is available to the accounting team in accordance with established deadlines and procedures.

Accounting Client Onboarding

· Coordinate the administrative onboarding process for new accounting clients from signed engagement through handoff to the accounting team.

· Communicate with new clients regarding required information, system access, logins, authorizations, and documentation.

· Send and track engagement letters and other onboarding documents.

· Schedule client kickoff and onboarding calls.

· Coordinate access to QuickBooks, banking platforms, payroll systems, practice management systems, and other required applications.

· Establish client tasks, workflows, and deadlines within the firm's practice management/workflow system.

· Monitor onboarding progress and follow up with clients on outstanding items.

· Coordinate the transition of newly onboarded clients from the onboarding process to the assigned accounting team.

· Conduct or coordinate handoff meetings to ensure the accounting team has the necessary client information, access, documentation, and expectations.

· Identify onboarding issues or delays and communicate them to the appropriate team member or manager.

· Maintain complete and organized client onboarding documentation.

Payroll Systems Administration

· Coordinate the onboarding of new payroll clients with ADP and other payroll providers.

· Gather required information and documentation needed to establish payroll accounts.

· Set up and maintain client information within payroll systems.

· Assist with adding new employees to client payroll systems and ensure required documentation is collected and maintained.

· Maintain accurate payroll-related client records and documentation.

· Coordinate state payroll tax registrations for clients, including gathering required information and submitting registrations.

· Track the status of state registrations and follow up on outstanding registrations or requests.

· Review payroll tax notices received by clients or the firm and determine the appropriate next steps.

· Communicate with ADP and other payroll vendors regarding payroll tax notices, account issues, filings, registrations, and corrections.

· Track payroll vendor requests and resolutions through completion.

· Escalate complex payroll tax matters or issues to the appropriate manager or tax professional.

· Maintain organized documentation related to payroll registrations, notices, and vendor communications.

Client Service & Communication

· Provide responsive, professional, and courteous communication to clients.

· Serve as a reliable point of contact for administrative questions related to banking, onboarding, and payroll systems.

· Clearly communicate required client actions, deadlines, and outstanding items.

· Follow up consistently to ensure requests are completed timely.

· Build positive relationships with clients and third-party vendors.

· Protect confidential client financial, payroll, and employee information.

Internal Coordination

· Work closely with Accounting Seniors, Staff Accountants, Tax Team members, and management to ensure smooth client transitions.

· Maintain accurate task status and documentation within the firm's workflow systems.

· Communicate potential delays, missing information, or client issues to the appropriate team member.

· Follow established firm procedures and checklists.

· Identify opportunities to improve onboarding, banking, and payroll processes.

· Assist with developing and maintaining written procedures and checklists for recurring administrative processes.

Qualifications

Required

· 2+ years of experience in a professional services firm or a related administrative role.

· Demonstrated ability to work effectively in a high-growth environment with changing priorities, evolving processes, and multiple competing deadlines.

· Strong organizational and time-management skills.

· Excellent attention to detail and accuracy.

· Strong written and verbal communication skills.

· Comfortable communicating directly with clients and third-party vendors.

· Ability to manage multiple clients and competing priorities.

· Proficiency with Microsoft Office, particularly Outlook and Excel.

· Experience working in a practice management or workflow system.

 

Preferred

· 2+ years of experience in an accounting, tax, or bookkeeping firm

· Experience managing or coordinating client onboarding processes.

· Experience with various payroll platforms.

· Experience with state payroll tax registrations.

Core Competencies

· Organization & Follow-Through – Consistently tracks requests, deadlines, and outstanding items through completion.

· Attention to Detail – Accurately handles financial, payroll, and client information.

· Critical Thinking & Process Improvement – Evaluates situations that deviate from standard procedures and knows when to seek guidance or escalate an issue. Demonstrates initiative in identifying opportunities to improve processes and workflows.

· Adaptability & Learning Agility – Demonstrates a strong ability to learn new systems, processes, and technologies and can adapt to changing priorities.

· Client Service – Provides a professional, responsive, and helpful client experience.

· Communication – Communicates clearly with clients, vendors, and internal team members.

· Problem Solving – Identifies issues and takes initiative to resolve or appropriately escalate them.

· Technology – Learns and utilizes multiple accounting, payroll, banking, and workflow platforms.

· Confidentiality & Integrity – Handles sensitive financial and employee information with discretion.

· Teamwork – Works collaboratively to ensure a smooth transition and consistent service to clients.

Success in This Role

· New accounting clients are onboarded accurately and efficiently.

· Client onboarding tasks are completed within established timelines.

· Accounting teams receive complete information and system access at handoff.

· Banking requests are completed accurately and timely.

· QuickBooks bank connections remain current and functional.

· Payroll clients are properly established in payroll systems.

· New hires and required payroll documentation are processed accurately.

· State payroll registrations are completed and tracked through resolution.

· Payroll tax notices are reviewed and appropriately resolved or escalated.

· Clients receive timely, professional communication.

· Firm procedures and checklists are consistently followed and improved.

To apply, please include an attachment to your resume with the following questions. Applications that do not include answers to both questions will not be considered.

Tell us about a time that you were trusted with sensitive, confidential or financially important information. How did you ensure it was handled accurately, securely, and appropriately?

Tell us about a time you had to manage changing priorities or solve a problem with unclear instructions. How did you decide what to do, communicate with others, and ensure the work was completed correctly?

Company Description

Premier Accounting Firm with almost 20 years of experience serving an impressive and diverse range of clients, locally and nationwide, with a particular specialty in the legal industry. Known for being the Fun table at Accounting Conventions.

Company Description

Premier Accounting Firm with almost 20 years of experience serving an impressive and diverse range of clients, locally and nationwide, with a particular specialty in the legal industry. Known for being the Fun table at Accounting Conventions.