Operations Coordinator (Greater Tampa Bay Area)

Client Advisory Services and Assurance/Transaction Advisory Services Practice Support Coordinator

Location: Tampa, FL

Job Type : Full-Time

Company Overview

At 1Source Partners, we’re not just accountants; we’re trusted partners dedicated to helping businesses grow and succeed. In our fast-paced, dynamic, and energetic environment, we provide personalized accounting, tax, and advisory services to business owners, executives, and independent professionals; services that truly make a difference. Our team is made up of individuals who understand business and value relationships, collaborating to deliver exceptional service and results for our clients.

Position Overview

The CAS and Assurance/TAS Practice Support Coordinator provides operational, financial, and administrative support to the firm’s CAS, Assurance, and TAS practices. This is the first seat in a shared practice support pool, and it gives each practice dedicated time and defined response standards rather than support fitted in around other work. The purpose of the seat is to give each Practice Leader a dependable partner they can rely on, so their time goes to clients and to growing the practice rather than to administration. It owns the path a client travels from prospect through acceptance, engagement letter, delivery support, billing, and collection follow-up, and it owns those processes end to end rather than handling pieces as they arrive.

Beyond the daily work, the role documents what it does, improves it, and identifies what can be templatized, automated, or moved offshore as the firm builds out its centralized services platform.

Key Responsibilities

The responsibilities below apply across the practices this seat supports. Some are performed for all three, and some are specific to one or two, depending on how each practice operates.

• Serve as the operational and administrative right hand to the Practice Leaders this seat supports: hold the calendar of client and internal commitments, schedule client and internal meetings, prepare agendas and materials ahead of them, capture what was decided, and carry action items through to completion.
• Own client acceptance and engagement setup end to end: circulate acceptance forms for Managing Partner, second partner, and Practice Leader approval, prepare and issue engagement letters for electronic signature, file executed documents to the client record, and set up the client and engagement in the practice management system once approvals are complete.
• Support report issuance: confirm that all required reviewer sign-offs are complete before anything is issued, apply and remove the firm signature, produce and file the signed report, and deliver it to the client securely with the password sent separately.
• Prepare and issue representation letters, file the executed version, and notify the practice.
• Own the monthly billing cycle: prepare billing drafts, reconcile and maintain the billing sheet, save monthly reports, issue final invoices, and process client payments.
• Produce the recurring reporting the practices run on, including aged receivable reporting, budget to actual against flat fee arrangements, and time reporting, and follow up on what those reports surface.
• Maintain client and job records across the firm’s systems: keep client information current, manage job status and work in progress, deactivate closed clients and jobs, and complete the annual roll forward.
• Manage client system setup and access, including client accounting file setup, access provisioning, credential vault management, and downloading and filing client documents from the secure portal.
• Keep client folders and records organized and accurate across both practices, and run periodic reviews to confirm that client information matches across systems.
• Support the sales pipeline: track prospects from the sales log through proposal and signed engagement letter, and keep the log current.
• Handle annual compliance items for the practices, including 1099 filing.
• Document the procedures for the work in this seat and keep them current, so each process is repeatable by someone else and the controls at each handoff are visible.
• Identify and implement improvements to practice workflows, and flag work that can be templatized, automated, or moved offshore, applying artificial intelligence and automation tools with review before anything reaches a client.
• Maintain compliance and confidentiality standards on client data at all times, including secure handling of client documents, credentials, and identifiers.

Who You Are

• Lives out the firm’s core values: Relationships, Quality, People, Accountability, Agility, and Fun.
• Dedicated and reliable. A consistent point of contact the practices can count on, with time set aside for their work.
• Proactive rather than reactive. Stays ahead of deadlines and upcoming needs rather than responding once something is urgent.
• Takes end-to-end ownership. Carries a process from start to finish rather than handling individual pieces as they arrive.
• Removes roadblocks. Lightens the administrative load so the practices stay focused on clients and on growth.
• Passionate about quality, with superb attention to detail, and holds their own work to that standard without being asked.
• A capable project manager. Holds several complex and interrelated client commitments at once, across practices with different calendars, and carries each one to completion.
• A clear communicator with strong interpersonal skills, comfortable working directly with Practice Leaders and with clients.
• Committed to continuous improvement. Regularly looks for ways to simplify a process and improve the experience for clients and the team.
• Process focused and technology savvy. Follows a documented procedure precisely and improves it, learns a new system quickly, and reaches for automation and AI as a first instinct.
• A self-starter who manages multiple priorities and carries work through to completion without reminders.

Qualifications

Required

• High school diploma or equivalent (GED) required.
• One or more years of administrative or operational support experience, ideally in a CPA or professional services firm.
• Experience with a practice management system, a client document or portal platform, and an electronic signature platform, with demonstrated ability to learn new systems quickly and thoroughly.
• Experience with billing, invoicing, and accounts receivable follow-up.
• Demonstrated experience performing quality control execution on client-facing work, including confirming that required approvals are complete before anything is issued.
• Strong organizational and prioritization skills, with the judgment to know what comes first when two practices are peaking at once.
• Proficient in Microsoft Office, including Word, Excel, Outlook, and SharePoint.
• Comfort using artificial intelligence tools in daily work.

Preferred

• Associate’s or bachelor’s degree.
• Experience supporting client accounting, bookkeeping, or outsourced controller engagements.
• Experience supporting audit, review, compilation, or TAS engagements.
• Familiarity with Xero, QuickBooks Online, CCH Axcess, PandaDoc, or a credential management platform.
• Experience maintaining a sales log or supporting a proposal process.
• Experience documenting procedures or building templates.
• Prior experience in a firm going through growth, integration, or organizational change.

Benefits:

• 100% Paid Health/Dental/Vision
• Generous PTO policy
• 401k plan with employer contributions
• Professional development
• Opportunities for growth

Why Join Us?

• Dynamic and Growing Firm: Join a forward-thinking firm experiencing exciting growth across multiple service lines. We foster an environment that prioritizes agility, upholds the highest standards of quality and accountability, encourages collaboration, nurtures strong relationships, and is guided by a shared commitment to excellence.
• Commitment to Professional Development: We invest in our people through regular performance reviews, support for professional education and certifications, in-house training opportunities, and a structured coaching and mentorship program. These initiatives are designed to help you expand your expertise, strengthen your skills, and advance your career within the firm.
• Collaborative and Client-Focused Culture: Work alongside professionals who take pride in building strong client relationships and delivering exceptional service. Our team-oriented approach ensures you have the support and resources needed to succeed.
• Comprehensive Compensation and Benefits: We offer a competitive compensation structure, performance-based incentives, and a comprehensive benefits package designed to support your overall well-being and work-life balance.