Full Time Administrative Operations Coordinator

Fiore Accounting & Tax Services

POSITION: Full Time Administrative Operations Coordinator

STATUS: W2 Employee, must be located in Gainesville, FL (WFH with occasional local responsibilities)

COMMITMENT: 30–40 hours per week | Flexible within business hours

COMPENSATION: $19-24/hour

LOCATION: Work from home

START DATE: May/June

APPLICATIONS ACCEPTED THROUGH: April 20, 2026

About the Role

Fiore Accounting & Tax Services is seeking an organized, proactive, and tech-savvy Administrative Operations Coordinator to support the daily operations of our growing accounting firm. We are passionate about helping small businesses reach their full potential. You would be joining a growing team, where our biggest values are a positive attitude and accuracy.

This role serves as the central administrative hub of the firm, supporting both our bookkeeping and tax teams. You will be responsible for managing client communication, coordinating onboarding, collecting financial documents, and ensuring internal workflows run smoothly.

This position plays a key role in keeping projects on track and ensuring our team has everything needed to deliver high-quality work to our clients.

The Administrative Operations Coordinator will also help oversee administrative interns or junior support staff, maintaining consistency and accountability across administrative processes.

This is a work from home position , but candidates must be located in Gainesville, FL for occasional document hand-offs and team activities.

Responsibilities

Client Communication & Follow-Up

• Communicate with clients via phone and email in a professional and timely manner
• Follow up with clients to collect missing documents and information
• Track outstanding client items and ensure deadlines are met
• Monitor client portals and communication channels

Client Onboarding

• Coordinate onboarding for new clients
• Collect required documents, account access, and engagement information
• Set up and organize client records within firm systems
• Ensure all onboarding steps are completed before work begins

Document Collection & Management

• Pull monthly bank and credit card statements for clients
• Maintain organized digital client files and documentation
• Verify completeness of client records prior to bookkeeping and tax work
• Follow up with clients for missing financial documents

Administrative & Operational Support

• Provide administrative support to both bookkeeping and tax teams
• Maintain internal workflows and ensure tasks move forward efficiently
• Assist with organizing documents related to bookkeeping and tax preparation
• Support overall firm operations and daily administrative needs

Intern & Administrative Support Oversight

• Help supervise administrative interns or junior team members
• Assign and track administrative tasks
• Ensure work is completed accurately and on time

Qualifications

Required:

• Must be located in Gainesville, FL
• Associate’s degree or higher
• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• Ability to manage multiple tasks and prioritize effectively
• Comfortable using technology and cloud-based software
• Reliable high-speed internet and a quiet workspace
• Be able to pass a background check

Preferred:

• Prior experience in an administrative, office management, or operations role
• Experience in an accounting, bookkeeping, or professional services environment
• Experience coordinating interns or junior staff

Tools We Use

• QuickBooks Online
• Google Drive & Gmail
• Microsoft Excel & Google Sheets
• Double
• TaxDome
• Password Management Software
• Zoom
• Grasshopper

Compensation & Benefits

• 30–40 hours per week (flexible within business hours)
• Remote work with occasional local responsibilities in Gainesville
• Health insurance offered
• 401(k) retirement plan available
• General Paid Time Off plus paid holidays policy
• Work-issued laptop provided
• Compensation based on qualifications and experience

About Fiore Accounting & Tax Services

Fiore Accounting & Tax Services provides bookkeeping, tax preparation, and financial guidance to small business owners and creative entrepreneurs across the country. Our team is focused on helping clients stay organized, understand their numbers, and build financially healthy businesses.

We are a collaborative, growth-focused firm that values organization, efficiency, and strong client relationships.