Operations Coordinator | Tax Operations & Client Success

Summary
I’m looking for a full-time Operations Coordinator to become my right hand as my business continues to grow.

This is not a traditional Virtual Assistant role.

I’m looking for someone who enjoys bringing structure to chaos, loves improving systems, and naturally takes ownership without waiting to be told what to do.

I support multiple tax and accounting firms across the US, helping them improve operations, implement TaxDome, streamline workflows, and support day-to-day firm management.

As my business grows, I need someone who can grow with it.

What You’ll Own

You’ll become responsible for the day-to-day operations across several client accounts and my own business.

This includes:

• Managing multiple shared inboxes

• Monitoring client communication and ensuring timely follow-up

• Keeping ClickUp, Trello and project management tools updated

• Tracking open tasks and making sure nothing falls through the cracks

• TaxDome administration

• Pipeline management

• Workflow monitoring

• Reviewing client requests

• Preparing Loom walkthrough videos

• Testing workflows and automations

• Helping implement TaxDome solutions for CPA firms

• Building and improving SOPs

• Creating tracking systems

• Supporting client onboarding

• Calendar coordination

• Administrative support

• Identifying opportunities to improve workflows

• Continuously looking for ways to automate repetitive work

The Kind of Person I’m Looking For

You don’t wait for work.

You find work.

You’re naturally curious.

You notice problems before everyone else.

You speak up when you see something that could be improved.

You enjoy organizing people, systems, and workflows.

You aren’t afraid to challenge ideas respectfully if you believe there’s a better way.

You care about outcomes—not just completing tasks

Required Experience

Experience supporting a US CPA firm, Tax Firm, Accounting Firm or Bookkeeping Firm

Strong TaxDome experience

ClickUp

Google Workspace

Microsoft Office

Slack

Zoom

Project Management Software

Strong written English

Excellent client communication

Huge Bonus If You Have Experience With

TaxDome Implementation

Workflow Design

Pipeline Design

Automations

CRM Administration

Process Improvement

Operations

Tax Resolution

IRS Forms

Bookkeeping workflows



What Success Looks Like

You know what’s happening across every client without me asking.

You build systems instead of relying on memory.

You tell me when something isn’t working.

You recommend improvements.

You take ownership.

You free up my time so I can focus on growing the business.

You eventually become the operational backbone of my company.

?

Working Hours

Monday-Friday

10:00 AM - 6:00 PM EST (open to preference)

(Some flexibility may be required.)

?

Compensation

Starting at $8-$10/hour, depending on experience.

Performance reviews will be conducted every 90 days, with opportunities for increased compensation as responsibilities grow.

I’m looking for someone who wants to grow into a long-term leadership role—not just another VA position.

?

To Apply

Please answer the following:

1. Tell me about your experience supporting a tax, accounting, or bookkeeping firm.
2. Describe the most complex operational problem you’ve solved.
3. Tell me about a time you improved a process without being asked.
4. What TaxDome workflows, pipelines, or automations have you built?
5. How do you stay organized when supporting multiple clients at once?
6. If you noticed something in my business that wasn’t working, what would you do?
7. What AI tools do you currently use to improve your work?
8. Describe your ideal manager.
9. Why are you interested in this role?
10. Start your proposal with the word GROWTH so I know you’ve read the entire job posting.