Client Services Coordinator

ABOUT THE ROLE

As our Client Services Coordinator, you'll be the first point of contact for our clients and play a vital role in building strong, trusted relationships. You'll be responsible for ensuring clients feel supported and cared for at every stage of their journey with us.

This role combines client communication, administrative excellence, and collaboration with our accountants to deliver an outstanding client experience. If you love building rapport, anticipating client needs, and keeping everything running smoothly behind the scenes, this is the perfect role for you.

WHAT WE'RE LOOKING FOR

We're seeking someone who is professional, approachable, and thrives in a client-focused environment. You'll need:

• Exceptional communication skills – both written and verbal – to connect with clients confidently and warmly.
• Strong attention to detail and accuracy – clients rely on us to get it right the first time.
• A natural ability to build trust and maintain relationships with both clients and team members.
• Proactive problem-solving skills – you notice what needs doing before being asked.
• A positive, can-do attitude and genuine enjoyment of working with people.
• Excellent time management and organisational skills to juggle multiple priorities.
• A high standard of ethics, confidentiality, and professionalism.

QUALIFICATIONS & EXPERIENCE

• 2–3 years' experience in office administration (experience in accounting or professional services highly valued).
• Proficiency in Microsoft Word, Excel, Outlook, and file management systems.
• Familiarity with basic accounting and tax terms is helpful, but not essential.

KEY DUTIES & RESPONSIBILITIES

You'll be the link between our clients and accountants, helping to make sure every client's needs are met seamlessly. Your responsibilities will include:

• Client Relationship Management

• Coordinate Terms of Engagement with clients for accounting services.

• Generate and send proposals, ensuring clients feel supported and clear on the process.
• Liaise with clients to gather documents, answer questions, and follow up on any missing information.
• Arrange and manage client appointments, making every interaction smooth and professional.
• Follow up client queries and ensure timely responses.

• Workflow & Support

• Create and manage jobs in XPM to track progress and deadlines.

• Prepare client documents, including Year End Reports, cover letters, and invoices.
• Coordinate the email/postage of Business Activity Statements.
• Assist with ATO and ASIC correspondence, applications, and reminders.
• Manage electronic signatures and document portals (NowInfinity, FuseSign, ATOmate).
• Support the accountants by keeping jobs moving and clients informed.

• Office Administration

• Answer and direct phone calls, ensuring every client interaction is positive.

• Scan, save, and manage documents.
• Contribute to a friendly and supportive team culture.
• Participate in training to continually build your skills.

HOW WE MEASURE SUCCESS

• Clients feel informed, valued, and supported through every interaction with our firm.
• Work and lodgement deadlines are consistently met with accuracy and care.
• You contribute to the continual improvement of our client services.
• You help foster a positive, team-focused workplace culture.

WHY YOU'LL LOVE WORKING HERE

• You'll be part of a friendly, collaborative team that values your ideas.
• You'll play a central role in building lasting client relationships.
• We provide training and support to help you grow your skills.
• Every day brings variety, from client conversations to project coordination.
• You'll have the satisfaction of knowing your work makes a real difference to clients and the team.