Job Overview
At Plugged-IN CPA Accounting and Tax, our clients are our focus. We embrace new technology that will help make our client's lives easier. We foster a culture of learning and continuous improvement for all staff. We understand everyone works differently, so we work with the team to find a solution that works for them. This could mean working 100% remotely, hybrid or flexible hours, to name a few. We are an equal opportunity employer that is committed to not discriminating against employees based on their race, color, religion, sex, national origin, age, disability, or genetic information.
We are seeking an experienced Operations & Systems Coordinator to join our team. The Operations & Systems Coordinator provides direct support to the Administrative Manager and serves as a central coordinator for firm operations, staff administration, technology systems, and process improvement initiatives.
This role helps ensure the smooth day-to-day operation of the firm by coordinating administrative functions, managing software and technology administration, supporting staff and clients, maintaining operational systems, and acting as the primary liaison between employees and external technology providers.
The successful candidate will help improve operational efficiency by supporting firm initiatives, maintaining documentation and systems, coordinating vendor relationships, and ensuring staff have the tools, access, and support required to perform their roles effectively.
Key Responsibilities
Administrative Support
· Provide day-to-day administrative support to the Administrative Manager.
· Assist with scheduling meetings, appointments, and follow-up activities.
· Coordinate and support firm-wide operational initiatives and projects.
· Manage and support the firm's collections process.
· Assist with monthly invoicing and administrative reporting.
· Monitor and manage shared email inboxes.
· Maintain operational trackers, records, and internal documentation.
· Coordinate follow-up on management and leadership action items.
· Assist with workflow management and task tracking across departments.
· Prepare reports, summaries, correspondence, and operational updates.
· Assist with policy, procedure, and standard operating procedure development and maintenance.
· Support capacity planning, resource coordination, and operational reporting activities.
· Coordinate internal communications and firm announcements.
· Coordinate administrative aspects of firm initiatives, projects, and process changes.
Staff & Client Administration
· Coordinate employee onboarding and offboarding processes.
· Maintain staff records, equipment assignments, software access, and organizational information.
· Assist with coordinating new client onboarding activities and administrative setup requirements.
· Assist with client portal access, electronic signature requests, and system access coordination.
· Support staff training logistics and scheduling.
· Coordinate staff recognition initiatives, events, and engagement activities.
· Assist with maintaining a consistent client experience across administrative processes.
· Support employee and client administrative inquiries and ensure timely follow-up.
Systems & Technology Administration
· Maintain software subscriptions, licenses, and user access across firm systems.
· Coordinate software renewals and vendor relationships.
· Maintain records of software subscriptions, licensing, costs, and utilization.
· Coordinate user setup, access changes, and permissions requests across firm systems.
· Coordinate equipment assignments, replacements, purchases, and returns.
· Maintain technology asset tracking and documentation.
· Coordinate staff training relating to firm software and technology tools.
· Utilize firm technology tools to monitor password security, user access, and compliance with established security procedures.
· Coordinate follow-up on identified access, password, and technology compliance issues.
Technology & Systems Support
· Provide basic technology and software support to staff and coordinate escalation when required.
· Assist staff with common software, technology, and access-related questions.
· Maintain a centralized log of technology-related issues reported by staff.
· Track recurring issues and identify trends requiring escalation.
· Coordinate communications with software vendors regarding bugs, outages, updates, and support requests.
· Monitor support tickets and follow up to ensure timely resolution.
· Assist with maintaining technology-related policies and cybersecurity procedures.
· Coordinate staff training sessions relating to software and technology tools.\
Note: This role provides basic technology support, coordination, and issue triage. Advanced troubleshooting, IT repairs, infrastructure management, cybersecurity management, and technical support are provided by external technology partners. The primary responsibility of this role is to coordinate, monitor, and follow up to ensure issues are resolved.
Process Improvement & Documentation
· Assist with documenting, organizing, and maintaining firm standard operating procedures.
· Support the implementation and maintenance of process documentation tools and knowledge resources.
· Identify recurring operational challenges and recommend process improvements.
· Assist with testing and implementation of new software, workflows, and operational initiatives.
· Support continuous improvement efforts across administrative and operational functions.
· Coordinate updates to internal forms, templates, checklists, and process documentation.
Vendor & Service Provider Coordination
· Act as liaison between the firm and external software providers.
· Coordinate issue resolution and follow-up with vendors.
· Maintain records of support requests, resolutions, and outstanding issues.
· Assist with software evaluations and implementation projects.
· Coordinate vendor renewals and service agreements.
Experience
· Minimum 2 years of administrative, operations, or office coordination experience.
· Experience coordinating projects, vendors, software systems, or operational processes is considered an asset.
· Experience within an accounting, professional services, or office environment is preferred.
Education
· Diploma or degree in Business Administration, Office Administration, Information Technology, or related field preferred.
Preferred Technical Knowledge
Experience with or willingness to learn:
· Microsoft 365
· SharePoint
· Teams
· Cloud-based accounting and business software
· Practice management software
· CRM systems
· Ticketing/support systems
Skills & Competencies
· Strong organizational and multitasking skills.
· Excellent communication and follow-up abilities.
· Strong problem-solving skills.
· High attention to detail.
· Ability to manage confidential information.
· Proficiency with Microsoft Office Suite.
· Familiarity with cloud-based software applications e.g Zapppier etc
· Ability to learn new systems quickly.
· Strong customer service mindset.
This role is integral to maintaining operational excellence within the organization. Candidates should demonstrate professionalism, adaptability, and a proactive approach to problem-solving.
Pay: $45,000.00-$53,000.00 per year
Benefits:
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care
Work Location: In person
