Client Operations Coordinator
What Do We Do At IFI?
IFI simplifies complex accounting and operations through integrated systems that give leaders clarity, and confidence in making meaningful business decisions.
What We Offer:
- Fully Remote Work: Collaborate with talented team members from anywhere in the US.
- A Team That Cares: You’re not just an employee here — you’re a valued individual.
- Personalized Benefits: Customize your benefits package to suit your unique needs.
- Continuous learning environment.
About the Role:
This role serves as the operational quarterback for the entire client lifecycle after a sales opportunity has been identified and is the connective tissue between sales, clients and delivery. While the sales team focuses on building relationships and closing opportunities, the Client Operations Coordinator ensures everything behind the scenes is organized, documented, communicated, and moving forward.
From the moment a proposal is finalized until a project is ready to begin, this person manages the operational details that keep the process on track. They coordinate contracts and signatures, oversee renewals and subscription changes, help facilitate billing and payment processes, and ensure implementation teams receive the information they need for a successful kickoff.
Success in this role comes from strong organization and project management, careful attention to detail, and the ability to manage multiple moving pieces at once. The Client Operations Coordinator serves as a central point of coordination across departments, helping create a seamless experience for both clients and internal teams while ensuring opportunities transition smoothly from agreement to delivery.
In simple terms: this role owns the process after the sale and before the work begins, making sure all documentation, approvals, billing requirements, and onboarding activities are completed accurately and on time. This role involves managing complex projects and processes in a fast-paced environment with tight deadlines and high accountability.
Key areas of ownership include:
- Salesforce opportunity administration and pipeline updates
- SOW, MSA, pricing, and contract coordination
- DocuSign management and signature tracking
- Renewal administration and subscription changes
- Client-facing communication related to contracts, renewals, billing, and next steps
- Invoice, payment, ACH, and billing coordination
- Sage invoice review, billing corrections, and case tracking
- Implementation readiness and onboarding handoff Cross-functional project management from signed agreement through kickoff
What Success Looks Like:
The ideal person is highly organized and enjoys creating order from complexity. They excel at keeping multiple workstreams moving simultaneously, coordinating across teams, and ensuring important details don't get overlooked. They are comfortable managing deadlines, following up on outstanding items, and maintaining accurate documentation while providing a smooth experience for clients and internal stakeholders.
Key Skills & Strengths:
- Project Management: Ability to coordinate multiple moving pieces, manage timelines, track dependencies, and keep work progressing from agreement through implementation.
- Organization & Attention to Detail: Strong ability to manage contracts, billing information, renewals, documentation, and client records with a high degree of accuracy.
- Process Management: Comfortable working within established processes while identifying opportunities to improve efficiency and consistency.
- Communication & Follow-Through: Clear, professional communicator who proactively follows up, keeps stakeholders informed, and ensures commitments are completed.
- Relationship Management: Able to work effectively with clients, sales, accounting, leadership, and delivery teams while building trust and maintaining positive working relationships.
- Problem Solving: Resourceful and persistent when navigating billing questions, documentation gaps, approval delays, or other operational challenges.
- Prioritization & Time Management: Able to manage competing priorities, adjust to changing deadlines, and maintain momentum across multiple projects.
- Business & Financial Acumen: Comfortable reviewing contracts, quotes, invoices, payment information, and subscription changes with an understanding of their broader business impact.
- Technology Proficiency: Ability to work confidently with CRM systems, contract management tools, spreadsheets, billing platforms, and project tracking systems.
- Ideal candidate will come from a technology or professional services environment and experience managing multiple projects.
Personal Attributes:
- Naturally proactive rather than reactive
- Enjoys bringing structure to complex processes
- Detail-oriented without losing sight of the bigger picture
- Customer-focused and service-minded
- Reliable, accountable, and responsive
- Comfortable working independently while coordinating across teams
- Takes ownership and follows problems through to resolution