Navigate Search · 8 hours ago
Administrator
Cincinnati Metro
Full-time
Onsite
New Grad, Entry LevelNavigate Search is seeking a Firm Administrator, Service Coordinator & Onboarding Specialist to ensure operational excellence and exceptional client experience. The role involves managing client communications, tax workflows, and new client onboarding while supporting firm-wide operations and modernization initiatives.
Staffing & Recruiting
Hiring Manager
Mikayla Coffey-Osmani
Responsibilities
Manage the front-end of the tax return process, including tax season kickoff communications, organizers, document requests, scanning, and SurePrep input/verification
Track and update client tasks in Canopy to advance work through preparation, review, and completion
Manage the back-end of the tax process, including return assembly, Canopy delivery, 8879 processing, e-filing, acknowledgments, and workpaper organization
Coordinate with tax preparers, reviewers, and seasonal staff to ensure timely and accurate filings
Continuously refine and document tax season workflows to improve efficiency and consistency
Serve as the primary front-line contact for client communications (in-person, phone, and email)
Field client questions, determine what requires CPA involvement, and ensure timely follow-up
Proactively communicate deadlines, document needs, next steps, and upcoming meetings
Conduct client check-ins to gather feedback and support service quality
Communicate HNB’s value proposition clearly and professionally to clients and prospects
Serve as the point person for all new client intake and onboarding
Screen incoming inquiries using standardized intake criteria (including minimum fees and service fit)
Set up new clients across firm systems (Canopy, tax software, portals)
Send proposals, engagement letters, welcome communications, and document requests
Ensure a smooth, professional onboarding experience that sets the tone for long-term client relationships
Maintain and manage the client master list and task templates in Canopy
Oversee firm-wide administrative calendars, due date tracking, and recurring client communications
Facilitate internal communication by ensuring tasks, statuses, and priorities are clearly documented and visible
Support client work where applicable (payroll coordination, sales & use tax, CAT tax, bill pay)
Assist with development and maintenance of templates (client communications, engagement letters, workflows)
Champion a paperless office, ensuring all current and historical client documents are properly stored in Canopy
Stay current on Canopy and other firm technology enhancements; help the team adopt best practices
Identify opportunities to improve efficiency through process improvements, automation, and better communication
Support Franklin Alliance initiatives related to operational excellence and scalability
Qualification
Required
Strong organizational skills with exceptional attention to detail
Excellent written and verbal communication skills; confident interacting with clients
Ability to manage multiple workflows, deadlines, and priorities simultaneously
Process-oriented mindset with a passion for efficiency and continuous improvement
Comfort with technology and willingness to learn firm systems (Canopy, SurePrep, tax software, portals)
Professional, proactive, and service-oriented demeanor
Preferred
Prior experience in a CPA firm or professional services environment
Company
Navigate Search
At Navigate Search, we engage exclusively with premier businesses and the market’s most sought-after candidates.
Founded in 2023
11-50 employees
Funding
Current Stage
Early StageLeadership Team
John Gaw
Co-Founder & Managing Partner
Steven Silverman
Co-Founder & Managing Partner
Company data provided by crunchbase