Administrative Coordinator - CPA Firm

We are looking for an Administrative Coordinator to support daily operations and deliver an excellent client experience for our client, a busy CPA firm in the Newtown Pennsylvania area. This position blends hands-on administrative support with workflow coordination, helping accounting professionals stay organized and responsive throughout the year. The ideal candidate brings strong office management skills, sound judgment when handling sensitive financial information, and the ability to keep priorities moving in a deadline-driven environment.

Responsibilities:

• Partner with CPAs and senior accounting staff to provide administrative support across the full tax engagement lifecycle, from client intake through final delivery.
• Maintain accurate digital records by entering data, scanning documents, organizing electronic files, and preparing materials for tax return processing and e-filing.
• Monitor the secure collection, tracking, and archiving of client tax documentation to support compliance and efficient retrieval.
• Guide and support administrative team members by providing training, direction, and day-to-day oversight of shared tasks.
• Balance assignments across the support team to keep work on schedule and meet critical deadlines during high-volume periods.
• Act as a central point of coordination between firm leadership and internal teams to strengthen communication and improve office procedures.
• Assist with new client setup by responding to inquiries, gathering required information, and entering records into firm systems.
• Support front desk and client service activities, ensuring interactions are handled professionally and visitors receive a welcoming experience.
• Contribute to billing and collections administration by tracking time records, assisting with invoices, and following up on outstanding accounts.
• Help maintain internal process documentation, support recurring team meetings, and assist with special projects related to operational growth.
• 2+ years of experience in administrative support, office coordination, or a similar operations-focused role.
• Previous work in a CPA firm, tax practice, accounting office, legal setting, or other services environment is strongly preferred.
• Demonstrated ability to manage document flow, scheduling, client communications, and multiple competing priorities with accuracy.
• Strong organizational skills and close attention to detail in a fast-paced, deadline-sensitive setting.
• Proficiency with Microsoft Office applications and general office technology.
• Experience with QuickBooks is preferred, and familiarity with UltraTax is highly valued.
• Ability to handle confidential financial and client information with discretion and care.