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Client Service Coordinator

R.D. Barnett

Job Location:

Seattle, WA - USA

Monthly Salary: $ 58000 - 68000

Posted: 14 August 2026 (7 hours ago)

Application Deadline: 11 November 2026

Vacancies: 1 Vacancy

Job Summary

Client Service Coordinator
The person who keeps client communication documents and next steps moving.

Position: Full-time non-exempt 40 hours per week	Work location: Remote with optional in-office access for Seattle-area employees
Team: Tax Department Administration	Salary: $ depending upon experience

About R.D. Barnett PLLC

R.D. Barnett PLLC is a growing accounting tax and advisory firm. Accounting tax and advisory services are the heart of our business but relationships are our lifeblood. We listen ask questions customize solutions and care about outcomes. We are also a technology-forward firm that uses modern systems automation and AI tools to improve the client and employee experience.

Position Overview

The Client Service Coordinator is the traffic controller for the client journey. This person coordinates communication documents deadlines and handoffs between clients and our professionals so clients always know what is needed what happens next and who is responsible. The role owns the daily execution of nontechnical client-service workflows across tax accounting and advisory engagements.

Important role boundary: This position does not answer tax-specific questions or make technical tax determinations. No prior tax knowledge is required. The coordinator gathers facts provides administrative guidance and routes technical questions to the appropriate professional.

What You Will Own

Client Communication and Triage

Serve as a responsive welcoming point of contact for client and prospect questions related to systems document receipt & general process questions.
Monitor assigned shared inboxes client portals and incoming requests; acknowledge receipt clarify what is needed and route each item to the right person.
Help clients use firm-supported systems portals document uploads access codes and electronic signatures.
Conduct scripted introductory calls with prospective clients gather nontechnical background information explain the firms process and coordinate next steps for scoping. Provide support to the Business Development efforts with follow up on proposals scoping documents and proposal generation.
Communicate proactively when an answer or deliverable is still in progress so clients are never left wondering whether their request was received.

Onboarding Offboarding and Engagement Administration

Coordinate onboarding for new re-engaging and established clients including client records contacts access permissions project setup and internal handoffs.
Draft and coordinate engagement letters proposals and related client agreements using approved scopes and pricing; track completion and escalate stalled items.
Coordinate required offshore-consent documentation and maintain accurate completion records.
Manage client offboarding and disengagement workflows including records access communication steps and internal notifications.

Tax-Season Client Coordination

Prepare and send organizers questionnaires document requests and reminders through the firms approved systems.
Review file and organize client-uploaded information; identify incomplete submissions acknowledge receipt notify the appropriate team and update the related project or tracker.
Create and maintain client binders and other administrative workpapers in accordance with documented procedures.
Follow up on missing information signatures engagement letters organizer completion and other open items needed to move client work forward.
Coordinate tax-return delivery electronic signature e-file authorization filing and final document distribution; monitor status across systems and escalate risks before deadlines are affected.
Provide administrative support for client payment and tax-agency processes as directed without interpreting tax law or providing tax advice.

Project & Workflow Coordination

Own the administrative movement of client work through the firms workflow systems including promptly marking materials as received initiating the appropriate projects and workflows and keeping work moving through each required stage.
Monitor project status deadlines outstanding information and next steps; follow up on stalled or overdue items and escalate blockers to the appropriate team member.
Manage tasks within Double including creating assigning updating monitoring and closing tasks as the platform is implemented across the firm.
Maintain accurate project records so team members can quickly identify each projects current status responsible party outstanding needs and next action.

Client Records Notion and Workflow Visibility

Own the day-to-day accuracy and upkeep of tax-department client pages and administrative trackers in Notion.
Keep client contacts services project status meeting notes key context open requests and next actions current across approved systems.
Run routine client-service and tax-administration reports reconcile discrepancies and follow up on items that are incomplete or overdue.
Document repeatable procedures and maintain usable checklists so work is consistent transferable and easy to train.

Relationship Support

Maintain a relationship-outreach calendar for birthday messages milestone acknowledgements approved client gifts and other high-touch follow-up.
Coordinate approved client communications through Mailchimp or similar tools and keep outreach records current.
During lighter periods prioritize client-record cleanup proactive outreach onboarding and offboarding maintenance process documentation and other client-service work that improves readiness for the next deadline cycle.

What Success Looks Like

Clients receive prompt acknowledgement clear next steps and professional follow-through.
Engagement letters organizers document requests signatures and delivery steps are completed on time or escalated early.
Client pages trackers and system records are accurate enough for the team to rely on without detective work.
Technical professionals spend less time on administrative follow-up and have the information they need when they need it.
Client-service procedures are documented repeatable and consistently followed.
The firm enters peak periods organized and exits them with records and outstanding items under control.
You adapt quickly as the firm grows and systems processes and responsibilities evolve learning new tools and translating change into consistent client-service execution.

Who You Are

Service-minded. You make people feel heard respond promptly and communicate clearly even when the full answer is not yet available.
Detail-oriented. You document decisions maintain accurate records and notice missing information before it becomes a deadline problem.
Accountable. You own follow-through use reliable tracking systems and escalate risks instead of hoping they disappear.
Communicative. You are comfortable emailing and calling clients and can translate process steps into plain language.
Proactive. You anticipate follow-ups spot bottlenecks and act before someone has to chase you.
Trustworthy. You handle confidential client and firm information with sound judgment and discretion.
Technology-comfortable. You learn new systems quickly and use tools templates automation and AI responsibly to improve your work.
Adaptable. You remain calm and organized in a fast-paced deadline-driven environment where priorities can change quickly.
Process-minded. You improve and document repeatable work.
Self-directed. You manage priorities follow established processes and move work forward with minimal supervision while using sound judgment to ask questions or escalate issues when needed.

Qualifications

Two or more years of experience in client service administration project coordination or a related role.
Strong written verbal and interpersonal communication skills including confidence speaking directly with clients.
Demonstrated ability to manage multiple deadlines follow-ups systems and stakeholders without losing visibility.
Proficiency with Microsoft Outlook Word and Excel plus the ability to learn unfamiliar software quickly.
Experience with Notion Missive SafeSend Practice CS QuickBooks Online tax workflow software or other professional-services systems is helpful but not required.
Experience in an accounting legal financial-services or other deadline-driven professional-services environment is preferred but not required.
Ability to work additional hours as needed during peak periods typically February through April 15 and September through October 15 with the heaviest demands near filing deadlines.

What This Role Is Not

It is not responsible for providing tax advice answering technical tax questions or making accounting or tax judgments.

Compensation and Benefits

Full time non-exempt position with a salary of $ depending upon experience
Seattle-area employees may work in-office or on a hybrid schedule. Employees located outside the Seattle area may work fully remote subject to firm approval and applicable state employment requirements.
The firm provides the computer and standard technology equipment needed for the role including a monitor keyboard mouse headset and related accessories.
Six paid holidays plus four floating holidays (blackout dates during tax/extension season apply)
Forty hours of paid sick leave.
15 vacation days per year.
Two paid volunteer days each year.
Three percent 401(k) retirement match.
100% company-paid premium for Medical (BCBS PPO) vision and dental (Delta Dental PPO) benefits.

Growth Opportunity

R.D. Barnett PLLC is growing and what is needed today may be different from what is needed tomorrow. This description is not intended to list every possible activity duty or responsibility. Team members who demonstrate strong client judgment reliable execution and leadership will have opportunities to expand their responsibilities and grow with the firm.

Equal Opportunity and Accommodations.

R.D. Barnett PLLC is an equal opportunity employer. We consider qualified applicants without regard to race color creed religion national origin citizenship or immigration status sex pregnancy sexual orientation gender identity or expression age marital status disability genetic information military or veteran status or any other status protected by applicable law.
We are committed to providing reasonable accommodations throughout the hiring process. Applicants who require an accommodation may contact emailprotected.

Required Experience:

Manager

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