Overview
Administrative & Client Services Coordinator Jobs in Latin America at Globaltize
Title: Administrative & Client Services Coordinator
Company: Globaltize
Location: Latin America
Administrative & Client Services Coordinator
Location: Remote – LATAM
Hours Schedule: Full-Time (40 Hours a week)
Time Zone: Flexible,Central time is preferred.
About Us
Founded in 2020, We are a fast-scaling accounting firm delivering tax and accounting services to businesses and individuals across the US. Operating with a virtual-first model and physical offices in Bozeman, Denver, Minneapolis, and the Chicagoland region, the firm has grown rapidly through strategic acquisitions and a commitment to personalized, high-quality client service.
The Opportunity
This is a newly created, high-impact role at a pivotal moment in the firm’s growth. You will own day-to-day administrative operations, design and document repeatable processes, and become the primary client-facing point of contact during tax season and beyond. Your work will directly reduce operational bottlenecks, increase client satisfaction scores, and support the firm’s capacity to scale.
Key Responsibilities
Client Communications & Experience
- Serve as the firm’s first point of contact: answer inbound calls, manage client inquiries, and deliver a professional, consistent client experience across phone, email, and messaging platforms.
- Act as gatekeeper for the firm’s owner by triaging incoming requests, handling routine follow-up independently, and escalating only complex or high-value matters.
- Proactively communicate status updates, expected turnaround times, and billing information to clients reducing inbound call volume and improving overall satisfaction.
Operations & Process Management
- Own and continuously improve the firm’s administrative workflow, with a focus on standardization, efficiency, and scalability.
- Design, document, and maintain standard operating procedures (SOPs) for recurring processes including tax return delivery, client onboarding, signature collection, and file management.
- Identify operational gaps and proactively propose solutions that reduce the owner’s administrative load and improve turnaround times.
Tax Workflow Administration
- Maintain accurate, real-time client status in TaxDome so clients can self-serve for progress updates without calling the office.
- Support tax document workflows: print-to-PDF, organize, send, track, and archive routine tax documents and e-signature steps.
- Coordinate file movement through the firm’s systems and ensure all workflow stages are completed on time and documented correctly.
Seasonal & Project Support
- Scale capacity and communication quality during peak tax season (January – April), maintaining responsiveness and accuracy under deadline pressure.
- Provide day-to-day executive support that keeps the owner focused on revenue-generating, high-complexity work.
Must-Have Qualifications
- Previous experience in administrative operations, office coordination, client services, or a similar role with direct client/customer interaction.
- Professional phone presence and confidence managing live client conversations in a calm, solutions-oriented manner.
- Strong written and spoken English communication skills.
- Demonstrated experience creating or improving standard operating procedures (SOPs) and administrative workflows.
- High organizational capacity: ability to manage multiple client files, status queues, and deadlines simultaneously without errors.
- Ability to learn software quickly, especially TaxDome and Lacerte, and apply them to structured workflows within the first 30 days.
- Ability to learn basic tax workflow items such as common signature forms, status tracking, and document handling steps within the first month.
- Reliable, self-directed work habits with strong follow-through in a remote work environment.
- Ability to pass background checks and handle sensitive financial and personal client information with full discretion and confidentiality.
Nice-to-Have Qualifications
- Experience in an accounting firm, bookkeeping practice, tax office, or other financial-services environment.
- Familiarity with TaxDome, Lacerte, or similar tax and client-management platforms.
- Experience supporting a business owner or principal as a dedicated operations coordinator or executive assistant.
- Background managing high-volume communication environments during seasonal peaks, especially with deadline-driven workflows.
- Experience with process documentation tools, workflow automation concepts, or operations playbook development
Tech StackYou will work within the following systems. Prior experience is a plus; comfort learning quickly is required.
- TaxDome
- Microsoft 365
- Suite Adobe
- Acrobat
- Lacerte
- Quickbooks Online
- Gusto
- Zoom
- Scribe
