Client Services & Administrative Coordinator

Client Services & Administrative Coordinator

Incorvaia & Associates, CPAs, PC

Jericho, NY Full-Time In-Person Monday-Friday, 9:00 AM-5:00 PM

$55,000-$65,000, depending on experience

Are you organized, dependable, and someone who likes staying on top of the details and making sure things get done?

Incorvaia & Associates is a growing CPA and advisory firm looking for a Client Services & Administrative Coordinator to join our team. This person will be an important point of contact for our clients while helping keep the day-to-day administrative side of the firm organized and moving forward.

This is a great opportunity for someone with administrative or client service experience in a professional setting such as financial services, banking, insurance, a law firm, or an accounting/CPA firm.

What You'll Do:

You'll work closely with both our clients and internal team to keep communication, documents, and everyday administrative needs on track.

Your responsibilities will include:

• Serve as a first point of contact for clients, answering calls and emails and helping with everyday requests
• Request and collect documents from clients and follow up when information is still needed
• Keep client records organized by scanning, uploading, filing, and routing documents to the right team members
• Prepare and send documents through DocuSign and follow up on outstanding signatures
• Help clients get set up with and navigate our online portals and systems
• Support the administrative side of the tax return process, including collecting documents, coordinating signatures, tracking submissions, and communicating updates to clients
• Keep track of outstanding items and follow up with clients or team members to help keep work moving
• Schedule client appointments and meetings
• Assist with billing, invoice follow-ups, and ACH and credit card payment authorizations
• Prepare administrative forms and client correspondence
• Coordinate outgoing mail, FedEx shipments, and other general office needs
• Work alongside the team to identify next steps, resolve missing information, and make sure client requests are followed through to completion

What We're Looking For:

We're looking for someone who is professional, dependable, detail-oriented, and proactive.

Ideally, you have:

• A minimum of 2 years of experience in an administrative, client service, customer service, or office support role
• Experience working directly with clients in a professional setting
• Strong written and verbal communication skills
• Excellent organization and attention to detail
• Strong follow-through and the ability to keep track of multiple open items
• The ability to manage several priorities without losing sight of the details
• Comfort learning new technology, systems, and processes
• The confidence to work independently, ask questions when needed, and think through what should happen next
• Proficiency with Microsoft Office

Experience in a CPA/accounting firm, financial services, banking, insurance, or legal environment is a plus, but not required.

We're especially interested in someone who takes ownership of their work. If you send something to a client, you're someone who remembers to follow up. If information is missing, you notice it. And if you're unsure of the next step, you're comfortable asking questions and learning.

Our team values ETHER: Ethical, Teachable, Hungry to grow, Enthusiastic, and Reliable.

Why Incorvaia & Associates?

At Incorvaia & Associates, you'll be joining a small, close-knit team where people work together, help one another, and your contribution matters.

You'll work alongside experienced professionals who are available to answer questions, provide hands-on guidance, and help you learn the business. At the same time, you'll have the opportunity to take ownership of your work and become someone the team and our clients can rely on.

Because we're a smaller firm, you won't be limited to one narrow responsibility. As you develop your knowledge, you'll gain exposure to different areas of the business and have opportunities to take on additional responsibilities.

For someone who is eager to learn, willing to pitch in, and wants to grow with a team, this can be an opportunity to build valuable experience and become an important long-term member of the firm.

Additional Job Application Terms

This job is part of LinkedIn's Full-Service Hiring beta program. Eligibility is limited to candidates located in and performing services in the United States, excluding those based in Alaska, Hawaii, Nevada, South Carolina, or West Virginia.

We're committed to making our hiring process as smooth and timely as possible, and we understand that waiting to hear back can add to the anticipation. If you're a potential fit, our team will reach out within two weeks to progress you to the next stage. If you don't hear from us in that time, we encourage you to explore other opportunities with our team in the future, and we wish you the very best in your job search.