Client & Operations Coordinator

About Us:
Wambeke & Associates is a growing bookkeeping and accounting firm that has been serving small businesses for more than 10 years. We provide bookkeeping, accounting, reporting, cleanup, consulting, training, and other accounting solutions to businesses across the U.S.

Please read the full job description and apply as requested at the bottom by sending your resume directly.

Position Summary:

This role supports both the internal team and our clients. We are looking for someone with experience working in a bookkeeping, accounting, CPA, or similar professional-services firm to join our team as a Client & Operations Coordinator.

Key Responsibilities day-to-day:

Client Success & Client Support

• Manage general company inboxes and route messages to the appropriate team members.
• Assist with new-client onboarding, including collecting documentation, setting up files, and coordinating with the bookkeeping team.
• Maintain client records, digital files, and internal trackers.
• Follow up with clients and team members on outstanding items, deadlines, and next steps.
• Assist with project coordination and budgets.
• Administrative back-end tasks like invoicing, internal file management, and team coordination.

New Client Support

• Help manage the firm’s sales pipeline: schedule discovery calls, send follow-ups, and track leads.
• Assist with proposals, service quotes, engagement letters, and other new-client paperwork.
• Draft and send client or prospect communications and occasional marketing updates.
• Assist with newsletters, social media, or other content coordination as needed.

What We're Looking For

Our ideal candidate has experience in a bookkeeping, accounting, CPA, or financial services firm and is familiar with the terminology, systems, and day-to-day coordination that come with serving accounting clients.

Ideal Qualifications:

• Prior experience in office administration, client service, or marketing coordination (experience in a bookkeeping or financial services environment preferred).
• Strong organizational skills, with the ability to manage multiple priorities and deadlines.
• Excellent communication and follow-up skills.
• Experience using technology tools (Google Workspace, CRM systems, QuickBooks, ClickUp/Asana, or similar).
• Professional, reliable, and proactive, able to anticipate needs and take ownership of tasks.
• Ability to handle sensitive information with discretion and professionalism.
• Self-motivated, resourceful, and able to prioritize tasks.
• Must have adequate space and privacy available during work hours for meetings and productivity requirements.
• For in-office applicants only:
• Must be able to lift 25 pounds.
• Must be able to sit, stand, and walk for extended periods of time as well as navigate stairs.
• Will occasionally need outside errands performed, therefore a dependable and insured vehicle, a clean driving history, and a valid driver's license are required.

What We Offer:

• Flexible schedule
• Opportunities for professional growth and training in bookkeeping and business operations
• Supportive, collaborative team environment
• Paid sick time

Military Spouses encouraged to apply; our remote, flexible work environment is well suited to portable careers. For the perfect candidate, this position could be converted to fully remote.

Email resume directly to Crystal. Her email is crystal{at}wambekeassociates.com. To ensure you are not a robot and that you've read the job description, please include your favorite type of candy in your email. Bonus points if you use the email to include why you are the perfect fit for this job. No phone calls please.

Job Type: Part-time

Pay: $22.00 - $25.00 per hour

Expected hours: 15.0 per week

Work Location: Hybrid remote in Southern Pines, NC 28387