AU Practice Operations & Client Services Coordinator | Direct Hire | 100% Remote | Independent Contractor | Full-Time

**This is a full-time independent contractor role. Candidates must be able to commit exclusively to this position and not engage in part-time or freelance work once hired.**
Are you a proactive and highly organized professional who enjoys building client relationships and keeping things running smoothly? Do you take ownership, anticipate what needs to be done, and follow through without waiting for instructions?
If you're a confident communicator who enjoys solving problems, improving processes, and ensuring nothing falls through the cracks, this could be the opportunity you've been looking for.
WHAT’S IN IT FOR YOU?
Competitive salary based on skills, experience, and overall fit.
Discretionary year-end bonus rewarding your hard work and contribution.
22 PTO credits, inclusive of vacation leave, sick leave, and holidays.
HMO allowance or reimbursement to support your healthcare needs.
Potential salary increases based on performance and company profitability.
Dayshift schedule aligned with Australian business hours.
Fully remote opportunity, allowing you to work from the comfort of your home.
Full-time, long-term opportunity with opportunities for career growth and advancement.
Work closely with the firm's leadership and accounting team, playing a key role in improving how the business operates.
Join a modern, relationship-driven accounting and advisory firm that values meaningful client relationships, practical innovation, and a healthy work-life balance.
CLIENT BACKGROUND
Our client is on a mission to empower 500 small business owners across Australia, creating a ripple effect that supports 5,000 local jobs through meaningful, value-driven accounting and advisory services. Recognized for their forward-thinking approach, they received the Digital Pioneer Award in 2021 from the Stirling Business Association and were recently included in the Top 50 Modern Accounting Firms of 2025, curated by Future Firm Inc.
As a modern Australian accounting and advisory firm, they serve small to medium-sized businesses through fixed-price monthly packages, leveraging innovative technology to simplify business operations and deliver exceptional client service. With a client-facing advisor leading client relationships and a growing team of senior tax accountants in the Philippines handling technical accounting work, they are committed to building strong client partnerships while continuously improving their processes. They are now looking for a Practice Operations & Client Services Coordinator to connect clients, accountants, and leadership, ensuring smooth workflows, timely communication, and consistent delivery of client services.
DUTIES AND RESPONSIBILITIES:
Client Services & Communication
Manage day-to-day client communication, including answering calls and emails, coordinating client onboarding, proactively requesting outstanding information, and sending timely reminders and updates.
Build positive client relationships through clear, professional communication, ensuring client requests are addressed and service issues are appropriately escalated.
Coordinate client meetings, including scheduling, preparing relevant information, documenting meeting summaries and action items, and following up to ensure agreed tasks are completed.
Practice Operations & Workflow Management
Take ownership of workflow management in Karbon, monitoring client deliverables, compliance deadlines, and outstanding jobs to ensure tasks progress on schedule and nothing falls through the cracks.
Coordinate workflows between clients, accountants, reviewers, and firm leadership, proactively following up on pending tasks and addressing bottlenecks before they affect client service.
Maintain accurate client records, workflow statuses, and operational reports while coordinating recurring practice processes and administrative activities.
Support ASIC compliance administration and handle non-technical calls and administrative follow-ups with the ATO, referring technical matters to the appropriate accountant.
Systems & Process Improvement
Develop and maintain SOPs for client onboarding, communication, and recurring workflows, identifying opportunities to improve efficiency and consistency.
Support the implementation and effective use of practice management and client communication tools, including Karbon and Content Snare, and explore practical applications of automation and AI to streamline operations.
Provide administrative and coordination support to firm leadership, including tracking priorities and outstanding actions, with opportunities to take on additional executive support responsibilities over time.
QUALIFICATIONS
Bachelor's degree in Accounting, Business Administration, Management, or any related field.
3-5 years Extensive hands-on experience in operations and/or client services supporting an Australian accounting or advisory firm.
Familiarity with Australian accounting processes, including BAS/IAS, ATO procedures, and ASIC compliance.
Familiarity with Xero is essential, with experience using Karbon highly preferred; knowledge of Xero Practice Manager (XPM), FYI, or similar practice management systems is an advantage.
Excellent spoken and written English, with the confidence to communicate directly with Australian clients, handle phone calls with the ATO, and follow up on outstanding information professionally.
Strong client service and coordination skills, including client onboarding, meeting preparation, action tracking, and managing client requests and deadlines.
Proven ability to manage workflows, monitor deliverables, and coordinate between clients, accountants, and firm leadership to ensure tasks are completed on time.
Experience documenting SOPs and improving operational processes; familiarity with Content Snare, automation, or AI tools is an advantage.
Highly organized, with excellent attention to detail and the ability to manage competing priorities while ensuring nothing falls through the cracks.
Proactive and self-motivated, with the ability to anticipate needs, solve problems, and take ownership of responsibilities with minimal supervision.
ADDITIONAL REQUIREMENTS
Personal work equipment suitable for remote work.
Reliable, stable, and high-speed internet connection, with backup internet available.
Work environment with a secluded workstation to ensure a private and distraction-free space.
Availability to work full-time, Monday to Friday, from 9:00 AM to 5:00 PM Perth time (AWST).
DESCRIPTION OF IDEAL CANDIDATE
Collaborative and Dependable: You work effectively with clients, accountants, and leadership, helping keep everyone aligned and informed. You are reliable, detail-oriented, and committed to maintaining high standards of service in a remote working environment.
Communicative and Relationship-focused: You communicate confidently and professionally with Australian clients, accountants, and firm leadership. You build positive client relationships, follow up on outstanding information, and ensure clients feel supported and informed.
Highly Organized and Deadline-driven: You excel at coordinating multiple clients, workflows, and competing priorities. You keep track of deadlines, outstanding tasks, and action items, ensuring nothing falls through the cracks.
Process Improvement Mindset: You look for opportunities to make workflows more efficient and consistent. You are comfortable documenting SOPs, learning new systems, and exploring tools such as automation and AI to improve how the firm operates.
Proactive and Accountable: You take ownership of your responsibilities, anticipate what needs to be done, and follow through without waiting for detailed instructions. You identify potential issues early and address them before they affect client service or deadlines.
Solutions-oriented Problem Solver: You enjoy resolving operational challenges, finding practical solutions, and removing bottlenecks. You exercise sound judgment, know when to escalate issues, and focus on keeping day-to-day operations running smoothly.
Are you the Practice Operations & Client Services Coordinator we’ve been looking for?
If you’re ready to seize this incredible opportunity, don’t hesitate! Submit your application now!

Work arrangement
Yes