Overview
We are seeking a highly capable and professional Client Services & Operations Coordinator to take on a dynamic role that integrates three essential functions: Tangible Personal Property (TPP) Coordination, Accounts Payable Administration, and Head of First Impressions/Scheduling. This position ensures the firm’s smooth operations by managing financial processes, serving as the first point of contact for clients, and overseeing tangible property with fiduciary care.

The ideal candidate is detail-oriented, adaptable, and service-driven, with strong proficiency in Bill.com, Clio, Excel, and other workflow tools. They will handle sensitive matters with discretion, contribute to a welcoming client experience, and support the fiduciary team in upholding our values of trust, professionalism, and accountability.
Overview
We are seeking a highly capable and professional Client Services & Operations Coordinator to take on a dynamic role that integrates three essential functions: Tangible Personal Property (TPP) Coordination, Accounts Payable Administration, and Head of First Impressions/Scheduling. This position ensures the firm’s smooth operations by managing financial processes, serving as the first point of contact for clients, and overseeing tangible property with fiduciary care.

The ideal candidate is detail-oriented, adaptable, and service-driven, with strong proficiency in Bill.com, Clio, Excel, and other workflow tools. They will handle sensitive matters with discretion, contribute to a welcoming client experience, and support the fiduciary team in upholding our values of trust, professionalism, and accountability.

Key Responsibilities
1. Tangible Personal Property (TPP) Coordination
- Maintain inventories of client personal property, including detailed descriptions, photographs, valuations, and records.
- Coordinate appraisals, storage, transportation, insurance, and maintenance of property assets.
- Document distributions, transfers, or sales of property in accordance with trust/estate requirements.
- Liaise with beneficiaries, appraisers, and third-party vendors to ensure timely and accurate property management.
2. Accounts Payable & Financial Support
- Process invoices, reimbursements, and payments using Bill.com and QuickBooks Online.
- Reconcile vendor accounts and resolve discrepancies.
- Maintain accurate payable records for fiduciary and client accounts.
- Support month-end closing, reporting, and compliance requirements.
3. Head of First Impressions & Scheduler
- Serve as the first point of contact for clients, visitors, and partners, ensuring a welcoming and professional experience.
- Manage incoming calls, emails, and correspondence with courtesy and efficiency.
- Schedule client meetings, coordinate calendars, and manage conference room usage.
- Provide administrative support and hospitality for client visits.
- Maintain the office environment in a manner that reflects the firm’s values and professionalism.
4. General & Evolving Responsibilities
- Utilize Clio, Excel, and other workflow systems for case management, reporting, and tracking.
- Support fiduciary compliance by maintaining accurate and organized records.
- Adapt to new tasks and responsibilities as assigned, in alignment with the firm’s growth and evolving needs.
Qualifications
- Experience in office administration, accounting, or trust/estate management preferred.
- Proficiency with Bill.com, Clio, Excel, and related business software.
- Strong organizational skills with attention to detail and accuracy.
- Excellent communication and interpersonal skills, with a client-service mindset.
- Ability to manage multiple priorities with professionalism and discretion.
- Commitment to fiduciary standards, confidentiality, and team collaboration.
What We Offer
- A collaborative, professional environment that values tradition, integrity, and client service.
- The opportunity to grow into expanded responsibilities within a trusted fiduciary practice.
- Competitive compensation commensurate with experience.