Operations Coordinator

Company Overview

Established in 1947, Wagner, Ferber, Fine & Ackerman/WFFA Advisors (“WFFA”) is a premier accounting and advisory firm serving the New York metropolitan area from offices in Manhattan and Long Island. As a member of the Windsor Path network, the firm provides sophisticated tax planning and business consulting services tailored to high-net-worth individuals and closely held companies. WFFA prides itself on a boutique service model that combines deep technical expertise with the personalized attention of a trusted partner. The team is dedicated to fostering long-term success through innovative problem solving and a commitment to the continuous professional development of every employee.

Brief Summary

This operations role will be the first point of contact for clients and a key part of the team that keeps the office running smoothly. The role covers front office operations, administrative support for all firm professional staff, and hands-on involvement in the day-to-day workflow of a busy accounting practice. This is especially important during tax season, when the pace accelerates and the ability to stay organized, calm, and proactive helps keep both clients and the team on track.

Responsibilities

Client and Visitor Experience

• Greet clients and visitors in a warm, professional manner and ensure they are directed to the right team member

• Answer and route incoming calls, take detailed messages, and follow up as needed

• Serve as a point of contact for client inquiries related to document drop off, return pickup, and general firm questions

• Assist clients with firm portal or applications used for distribution of tax returns or engagement letters.

Document & Workflow Support

• Manage intake and logging of client source documents, including during high-volume busy season periods

• Scan, organize, and file client documents in the appropriate systems, keeping records accurate and up to date

• Assemble, package, and track completed tax returns for client delivery

• Help coordinate the flow of work between clients and professional staff to keep engagements moving

• Create and issue engagement letters at year end via firm systems

• Maintain and update client information in the firm's practice management system

Office & Administrative Operations

• Sort, distribute, and process incoming and outgoing mail

• Order office supplies and maintain vendor relationships for office services

• Keep the front office, reception area, and conference rooms clean and presentable

• Manage day-to-day use of office technology, including phones, printers, and copiers

• Support staff with scheduling tools, email coordination, and calendar management

Requirements

• 3+ years of experience in an office administration, receptionist, or front desk role (experience in a professional services or accounting firm is a plus, but not required)

• High school diploma required; associate or bachelor’s degree a plus

• Strong organizational skills with the ability to manage multiple tasks and shifting priorities at once

• Excellent communication skills, both on the phone and in person

• Comfortable with technology and able to learn new systems quickly; proficiency in Microsoft Office Suite is required; familiarity with accounting firm workflow or document management software is a plus

• A professional, friendly demeanor that makes clients feel welcome

• Ability to handle sensitive and confidential information with discretion

• Self-starter who takes initiative and doesn’t wait to be told what needs to get done

Compensation & Benefits: Competitive salary commensurate with experience: $50,000–$70,000 (higher end for candidates with accounting firm experience). Benefits include health insurance, a retirement plan, paid time off and firm holidays.

Additional Information

All of your information will be kept confidential according to EEO guidelines.

At WFFA, we believe great work happens when people feel welcomed, respected, and supported. We value diverse backgrounds and perspectives and encourage everyone to show up as their authentic selves.

Applicants must be authorized to work for any employer in the U.S. This policy applies equally to applicants regardless of national origin.

To all staffing agencies: Please be advised, WFFA is not responsible for any fees related to unsolicited resumes. All unsolicited resumes will become property of WFFA & Windsor Path.