Client and Admin Coordinator

3-5 hours per week

AFS is hiring a high-level Client and Admin Coordinator, starting at 3–5 hours per week for client onboarding and email management, and to assist with internal AFS projects. A financial, bookkeeping, or accounting background is strongly preferred.

Responsibilities

This role owns problems from start to finish. You bring solutions and a recommendation, not just a question, and you escalate to the owner only when a decision truly needs them.

Client onboarding

•         Run each new client from signed agreement to project management handoff, on time and without the owner chasing steps. (Using Dubsado)

•         Send welcome emails, onboarding questionnaires, and scheduling kickoff calls.

•         Track every client's onboarding status, and follow up on missing documents or access until resolved.

•         Hand off a complete, organized client file to the bookkeeping team.

Email management

•         Monitor and triage the shared AFS inbox each working day.

•         Reply to routine client and prospect questions yourself, using templates and past answers.

•         Route bookkeeping questions to the right team member with context included, and flag anything urgent or sensitive to the owner.

•         Keep response times fast and tone professional on every message.

Process and problem solving

•         Spot recurring issues (late documents, repeat questions, unclear handoffs) and fix the cause, not just the symptom.

•         Document and improve onboarding and email procedures as you go, so the work runs without the owner.

•         Settle routine problems on your own, using available resources first.

•         When you escalate, bring a short summary of the problem, the options you considered, and your recommended fix.

•         Send the owner a brief weekly update covering clients onboarded, open items, and blockers.

Growth path

The role starts with onboarding and email, then may expand as systems stabilize and hours increase:

•         Project management: own AFS internal projects, timelines, and deadlines.

•         Systems: research, build, and maintain SOPs, templates, and workflows across Keeper, Slack, and Google Drive.

•         Business operations: report on client capacity, turnaround time, and growth to the owner, and take part in decisions.