Client Services Associate

Position Summary

The Client Service Associate supports the firm's client experience by coordinating document intake, monitoring outstanding information, and helping ensure client files are complete before work begins. This role serves as a practical link between clients and the professional staff, keeping requests organized, deadlines visible, and communication clear.

The ideal candidate is highly organized, responsive, and comfortable following up with clients in a warm and friendly manner. Success in this position is measured by accuracy, timeliness, client responsiveness, and the ability to reduce unnecessary back-and-forth for preparers, seniors, managers, and partners.Key Responsibilities

• Coordinate client document intake, including requesting required records, source data, signed forms, and other engagement information using firm-standard checklists.

• Track outstanding items in the firm's workflow or practice management system and follow up with clients on a consistent basis until files are complete.

• Review incoming documents for completeness and obvious missing items before routing files to the assigned preparer or engagement team.

• Communicate with clients by phone, email, and client portal in a professional, helpful, and timely manner.

• Serve as the first point of contact for routine client intake questions and status updates, while escalating technical or judgment-based questions to the appropriate professional staff member.

• Flag incomplete, stalled, or deadline-sensitive files to the assigned manager or partner with sufficient lead time to protect filing deadlines.

• Support new client onboarding by helping set up portal access, explaining the document submission process, and reinforcing firm expectations.

• Identify recurring intake issues and suggest practical improvements to checklists, client instructions, portal use, or workflow procedures.

Qualifications

• One to three years of experience in a client-facing administrative, coordinator, or professional services support role; public accounting experience is preferred but not required.

• Strong written and verbal communication skills, including comfort making outbound calls and following up firmly but politely.

• Excellent organization, attention to detail, and ability to manage multiple open items during high-volume deadline periods.

• Proficiency with Microsoft Outlook, Word, Excel, and general data entry; ability to quickly learn practice management, client portal, and document management systems.

• Professional, client-focused demeanor with sound judgment and discretion in handling confidential financial and personal information.

• Ability to work collaboratively with administrative team members, preparers, seniors, managers, and partners.

McDaniel & Associates is Dothan's first full-service accounting firm. We specialize in accounting services for businesses and individuals in the southeastern United States. We offer a wide range of accounting, audit, tax, business consulting, and retirement planning services.