Client Intake & Administrative Coordinator

About the role

White Glove CPAs & Business Solutions seeks an organized, client‑focused Coordinator to be the first point of contact for clients, managing the main phone line, admin inbox, and the full client intake and onboarding process.

Key responsibilities

• Answer and route calls and admin‑email inquiries, ensuring nothing falls through the cracks.
• Own the client intake process from first contact through full onboarding, including document requests and scheduling.
• Take detailed meeting notes, follow up on next steps, and maintain clear client files.
• Organize client documents in the correct folders for easy access.
• Follow up on outstanding invoices and support client transitions between departments.
• Assist the Director of Operations on larger operational projects and firm initiatives.

Required profile

• 2+ years in an administrative, client service, or front‑office role, preferably in professional services.
• Strong written and verbal communication with a warm phone presence.
• Highly organized, able to manage multiple clients and tasks without dropping details.
• Excellent note‑taking and follow‑up habits.
• Discreet handling of confidential client and financial information.

Required skills

• Proficiency with Microsoft Office or Google Workspace, email, and calendar management.
• Experience with practice‑management or CRM software (e.g., Karbon).
• Familiarity with QuickBooks Online or similar accounting software.