Workflow Coordinator

Firm Overview

For over 40 years, Stewart & Company has served business owners and their leadership teams to plan for and build their operational & financial health. The Firm operates with an open- door policy and empowers the leaders in the firm to manage their departments. The Firm's practitioners are invested in helping our clients achieve their goals. Our practitioners care about our clients' businesses as if they were our own, building long-term partnerships between their teams and ours. Our team members provide a positive outlook with a multi-disciplined approach to empowering small and mid-sized businesses to make informed decisions. All of this, while creating a family environment built on respect, reliability, and accountability. Balance work, life, and books with Stewart & Company, where everybody COUNTS

Position Overview:

The Workflow Coordinator at our CPA firm plays a key role in ensuring accurate and efficient setup, tracking, and management of client engagements across all firm systems. This role bridges administrative, operational, and technical functions by creating engagement letters, generating and maintaining client workflows, and producing internal reports that support project management and billing accuracy.

This individual ensures every new client and engagement is properly established in firm software (Practice CS, GoFileRoom, UltraTax, SafeSend, etc.) with correct templates, statuses, and billing details. They work closely with Tax Managers, the Operations team, and Directors to support a seamless client experience from setup to delivery.

Daily Contributions:

• Coordinate and manage multiple client and internal projects simultaneously, ensuring deadlines and deliverables are met.
• Collaborate with department heads and project managers to define project objectives, timelines, and resource requirements.
• Develop detailed project plans, outlining tasks, responsibilities, and milestones.
• Monitor and track project progress, adjusting plans as necessary to address potential delays or issues.
• Organize and facilitate regular project meetings, ensuring clear communication and alignment among team members and stakeholders.
• Maintain project documentation, including timelines, budgets, and communication logs, ensuring records are accurate and up to date.
• Communicate with clients to ensure project requirements and expectations are clearly defined and managed throughout the project lifecycle.
• Assist in preparing project status reports for senior leadership, highlighting progress, risks, and resource needs.
• Identify and resolve project-related issues, escalating when necessary, to ensure smooth project delivery.
• Coordinate client deliverables, ensuring that all necessary documents, reports, and work products are accurate, complete, and delivered on time.
• Ensure project-related logistics are handled efficiently, including scheduling meetings, coordinating resources, and managing team assignments.
• Support the development and implementation of process improvements to enhance team efficiency and project outcomes.

Key Skills & Attributes:

• Strong organizational and time management skills with the ability to handle multiple projects and priorities simultaneously.
• Excellent verbal and written communication skills for interacting with clients, team members, and senior leadership.
• Attention to detail and a focus on accuracy, ensuring all project tasks are completed to a high standard.
• Strong problem-solving and troubleshooting abilities to address challenges and keep projects on track.
• Ability to collaborate effectively across teams and departments, maintaining a cooperative and efficient work environment.
• Proficiency in project management software (e.g., Asana, Microsoft Project, or similar tools) and Microsoft Office Suite.
• Client-focused with a commitment to delivering high-quality results and exceptional client service.
• Ability to adapt to changing priorities and maintain flexibility in a fast-paced, dynamic environment.

Qualifications:

· Experience in a professional services or accounting firm preferred.

· Strong attention to detail and ability to manage multiple deadlines.

· Proficiency in Microsoft Office Suite (especially Excel and Word).

· Familiarity with accounting/tax software such as Practice CS, GoFileRoom, UltraTax, SafeSend, or similar systems preferred but not required.

· Excellent written and verbal communication skills.

· Ability to work independently and collaboratively across departments.

Physical Requirements:

• Ability to sit for extended periods while managing projects and working on a computer.
• Ability to organize and manage project documentation, both digital and physical.
• Occasional travel for client meetings or project-related activities may be required.

Job Type: Full-time

Pay: $ $28.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Work Location: In person