Client Operations Coordinator Colombia

Our Company

Client Operations Coordinator Job Description

At DOXA, we are dedicated to connecting businesses with top-tier talent across various industries. Our mission is to deliver innovative solutions that drive exceptional outsourcing services, enabling companies to expand their teams and grow their operations seamlessly.

What sets DOXA apart is our commitment to fostering a vibrant and supportive team culture. Join us and be part of a culture that prioritizes your happiness and well-being, ensuring you thrive both personally and professionally.

The Role

The Client Operations Coordinator serves as the operational backbone of the firm's client service delivery, keeping engagements on track by managing onboarding, tracking deadlines and deliverables, handling document requests, and ensuring internal teams have what they need to serve clients across tax, audit, accounting, advisory, and consulting engagements.

Location: Must be in Colombia – Remote.

Environment: Colombian and International Teams.

Language: Advanced English (B2+ - C1).

Timezone: Monday to Friday – 9:00 AM – 6:00 PM EST.

Contract: Non-fixed Term Colombian Contract.

Requirements

Required Qualifications (Must-Haves)

• 2+ years of experience in client service, operations coordination, administrative support, project coordination, or a similar professional services role.
• Strong organizational skills with the ability to manage multiple deadlines, client requests, and competing priorities at once.
• Excellent written and verbal English communication skills with a polished, client-service-oriented approach.
• High attention to detail and accuracy when tracking deliverables, maintaining records, and communicating status updates.
• Comfort using digital tools such as Microsoft Office, Google Workspace, shared drives, CRMs, task trackers, portals, or project management platforms.
• Ability to handle confidential financial, tax, and client information with discretion and professionalism.
• Proactive follow-through, strong judgment, and the ability to work independently while supporting a collaborative team.
  
  

• Experience supporting a CPA firm, accounting firm, tax advisory practice, law firm, consulting firm, or other client-facing professional services organization.
• Familiarity with tax-season workflows, client document collection, engagement letters, e-signature tools, and deadline tracking.
• Experience with practice management, workflow, or CRM systems such as Karbon, Canopy, TaxDome, Monday.com, Asana, HubSpot, or similar platforms.
• Basic understanding of accounting, tax, audit, bookkeeping, or outsourced CFO service terminology.
  
  

• Operational Ownership: Takes responsibility for keeping client work organized, visible, and moving forward.
• Client Service Mindset: Communicates clearly, professionally, and promptly with both clients and internal stakeholders.
• Deadline Discipline: Tracks details carefully and follows up consistently to prevent missed deadlines or stalled work.
• Process Orientation: Looks for practical ways to improve workflows, documentation, and handoffs.
• Confidentiality & Professionalism: Handles sensitive client and firm information with sound judgment and discretion.
  
  

• Minimum of 2 years of experience in client service, operations coordination, administrative support, project coordination, or similar roles within professional services environments.
• Previous experience supporting CPA firms, accounting practices, consulting firms, legal practices, or similar organizations is highly desirable.
  
  

• Strong verbal and written communication skills in English.
• Excellent organizational and time management abilities.
• Proficiency in Microsoft Office and Google Workspace.
• Experience using CRM systems, project management tools, and document management platforms.
• Strong follow-up and stakeholder management capabilities.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Accuracy and attention to detail when handling client information and deliverables.
• Ability to maintain confidentiality and exercise sound judgment.
  
  

• Highly organized and detail-oriented.
• Proactive and self-motivated.
• Client-focused with a service-oriented mindset.
• Adaptable and comfortable navigating changing priorities.
• Collaborative team player with strong interpersonal skills.
• Accountable and dependable in meeting commitments and deadlines.
• Professional, discreet, and trustworthy when handling sensitive information.
  
  

• Coordinate new client onboarding, including intake forms, engagement letters, portal setup, document requests, and internal handoffs.
• Serve as a client-facing operations contact for routine requests, status updates, scheduling needs, and document follow-up.
• Maintain organized client records, contact details, engagement information, and service notes in firm systems.
• Support a smooth client experience by anticipating next steps, clarifying missing items, and escalating issues when needed.
  
  

• Track client deliverables, recurring deadlines, internal assignments, and open items across tax, accounting, advisory, and consulting engagements.
• Monitor project management tools, task lists, calendars, and shared trackers to ensure work is moving according to priority and deadline.
• Follow up with clients and internal team members on outstanding documents, approvals, signatures, and information needed to complete work.
• Prepare status updates and exception reports for leadership, highlighting bottlenecks, risks, and upcoming deadline priorities.
  
  

• Draft and format routine client correspondence, meeting agendas, recap notes, and internal process documentation.
• Assist with filing, organizing, naming, and maintaining digital client documents in accordance with firm standards.
• Support billing, engagement tracking, document routing, e-signature coordination, and other operational tasks as needed.
• Maintain confidentiality and accuracy when handling sensitive client financial, tax, and business information.
  
  

• Partner with partners, managers, and staff to coordinate client priorities and reduce administrative friction for the service team.
• Identify opportunities to streamline workflows, improve handoffs, enhance tracking tools, and standardize repeatable processes.
• Support firm-wide operational consistency by following established procedures and helping document best practices.
• Adapt quickly to changing priorities while maintaining a high level of organization, responsiveness, and professionalism.