QuickBook Admin

CLIENT SERVICE COORDINATOR

Keystone Family Office

Newark, Delaware (with interaction with Glen Mills, Pennsylvania office)

Full-Time: 40 Hours Per Week

Competitive Salary

ABOUT KEYSTONE FAMILY OFFICE

Keystone Family Office is an established accounting and tax services firm experiencing significant expansion. We provide sophisticated financial services to individuals and businesses, specializing in tax compliance, bookkeeping, entity formations, and cross-border transactions. Our growing firm offers a collaborative environment where professional development is valued and client service excellence is paramount.

POSITION SUMMARY

We seek a Client Service Coordinator to serve as a critical liaison between our firm and clients while providing comprehensive administrative support across all departments. This position reports directly to Sweta Jain, CPA EA CA, Senior Accountant, and all Account Reps, which requires a detail-oriented professional who excels at client communication, possesses strong technical aptitude, and thrives in a dynamic accounting environment. The ideal candidate demonstrates initiative, maintains strict confidentiality standards, and approaches client interactions with professionalism and persistence.

PRIMARY RESPONSIBILITIES

Client Communication & Data Management

• Execute systematic telephone outreach to clients regarding missing documentation, outstanding information, and tax return requirements
• Compose professional email correspondence requesting specific financial documents, source materials, and clarifying information from clients
• Assist clients in compiling requisite documentation including bank statements, receipts, and tax-related materials
• Maintain accurate tracking systems for outstanding client deliverables and follow-up requirements
• Document all client interactions in designated software systems with precision
• Coordinate with Account Representatives to ensure seamless client service delivery
• Schedule client appointments utilizing established protocols and phone scripts
• Monitor tax return status and proactively communicate progress to clients

Financial Operations Support

• Process remote check deposits for client accounts with accuracy
• Prepare bank deposits and execute transactions at designated financial institutions (Wells Fargo, Bank of America)
• Download banking data into QuickBooks Online and perform accurate data entry
• Assist with accounts receivable management, including transmission of monthly invoices to clients with outstanding balances
• Process wire transfers following established verification protocols (advanced training provided)
• Execute annual Registered Agent Service invoicing procedures

Administrative Systems Management

• Operate Vonage telephone system across both office locations, including call answering, transferring, and message documentation
• Process incoming mail through sorting, scanning to Office Tools, and distribution to appropriate recipients
• Prepare outgoing correspondence via USPS (including Certified/Return Receipt Requested), FedEx, and DHL
• Maintain adequate inventory levels for office supplies (paper, toner, cleaning supplies, etc.)
• Manage company library of booklets, procedures, and marketing materials with systematic filing protocols

Technology & Project Management

• Create and manage client projects within Office Tools platform, including scheduling recurring engagements with accurate due dates
• Navigate TaxDome system to access project status, generate reports, and manage workflow
• Utilize Microsoft Office Suite (Word, Excel, Outlook) for correspondence, scheduling, data analysis, and presentations
• Operate QuickBooks Online for data entry, invoicing, and financial tracking
• Learn and utilize firm-specific applications including ATX, LastPass, Nuance, and website management systems (comprehensive training provided)
• Generate daily dashboard reports reflecting project inventory, assignments, status, and time metrics

Entity Formation & Compliance

• Process entity formations in Delaware and other jurisdictions, including preparation of formation documents, amendments, and authentications
• Execute Secretary of State filings and related compliance procedures
• Obtain Employer Identification Numbers (EINs) through multiple submission methods (online, fax, paper)
• Maintain Entity Formation Booklet with current, accurate information across multiple states
• Develop and document comprehensive procedures for entity-related processes

Tax Season Support

• Schedule recurring tax return engagements in Office Tools with proper due date configuration
• Distribute tax organizers and planning documents to clients per established timelines
• Review completed tax returns and scheduled appointments to identify clients requiring additional outreach
• Assist with preparation and distribution of annual tax planning materials

Marketing & Business Development Support

• Prepare marketing materials with meticulous attention to grammar, spelling, and content accuracy
• Assist senior staff with proposal preparation, research, and timely submission
• Support website content updates and maintenance
• Manage client lists including birthdays, contact information, and registered agent tracking

REQUIRED QUALIFICATIONS

• Experience: Minimum two (2) years administrative experience in professional services environment OR degree in Office Administration
• Education: High school diploma or equivalent required
• Technical Proficiency: Demonstrated competency in Microsoft Office Suite (Word, Excel, Outlook) and QuickBooks Online (non-negotiable requirement)
• Communication Skills: Exceptional written and verbal communication abilities with professional telephone manner
• Organizational Capacity: Proven ability to manage multiple priorities, maintain systematic processes, and meet deadlines consistently
• Attention to Detail: High degree of accuracy in data entry, document preparation, and client communications
• Confidentiality: Ability to handle sensitive financial information with absolute discretion
• Availability: Ability to work full-time (40 hours per week) from Newark, Delaware office with occasional interaction with Glen Mills, Pennsylvania location

PREFERRED QUALIFICATIONS

• Associate's or Bachelor's degree in Office Administration, Business Administration, or related field, QuickBooks certified
• Prior experience in accounting, tax preparation, or financial services firm
• Familiarity with entity formations, Secretary of State filings, or corporate compliance procedures
• Experience with QuickBooks, TaxDome, or similar practice management platforms
• Bilingual capabilities (Spanish, Mandarin, or other languages serving our diverse client base)

PROFESSIONAL COMPETENCIES

The successful candidate demonstrates:

• Initiative & Self-Direction: Proactively identifies process improvements and pursues skill development
• Adaptability: Embraces variable assignments and adjusts to evolving responsibilities
• Collaboration: Cooperates enthusiastically with colleagues across departments
• Client Advocacy: Maintains positive, solution-oriented approach when assisting clients
• Continuous Learning: Actively pursues training opportunities and expands technical knowledge
• Professional Demeanor: Consistently represents the firm with integrity and professionalism

COMPREHENSIVE BENEFITS PACKAGE

Keystone Family Office provides a competitive benefits package including:

• Health Insurance: Medical, dental, and vision coverage
• Retirement Plan: 401(k) with employer matching contribution
• Paid Time Off: Vacation days, sick leave, and observed holidays
• Professional Development: Continuing education support and training opportunities
• Work Environment: Collaborative team culture with growth potential

APPLICATION PROCESS

To apply, please submit your resume through Indeed's application system.

After submitting your resume, contact Rob at to schedule an interview appointment.

Applications will be reviewed on a rolling basis. We seek to fill this position as soon as possible and encourage qualified candidates to apply promptly.

BACKGROUND CHECK & CONFIDENTIALITY REQUIREMENTS

Employment is contingent upon successful completion of comprehensive background check and credit check. All employees must execute confidentiality and non-disclosure agreements given the sensitive nature of client financial information.

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

Keystone Family Office is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, national origin, sex, age, disability, genetic information, veteran status, sexual orientation, gender identity, or any other protected characteristic under federal, state, or local law. We are committed to creating a diverse and inclusive workplace where all employees are valued and respected.

All qualified applicants will receive consideration for employment without regard to protected characteristics. We encourage applications from individuals of all backgrounds and experiences.

Keystone Family Office

Newark, Delaware

Job Type: Full-time

Pay: $ $30.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Tuition reimbursement

Work Location: In person