Client Services Coordinator

We are seeking an experienced Client Services Coordinator to support the smooth delivery of client work across the firm. This role is central to ensuring clients are onboarded effectively, engagement processes are managed properly, meetings are coordinated, and day-to-day client requests are handled with accuracy and professionalism.

About Aspira

Aspira Business & Financial Services is a growing advisory firm based in Newcastle, offering accounting, business advisory, financial planning, mortgage and finance services to a broad range of business and individual clients. We are known for building strong, lasting relationships – many of our clients rely on us as a trusted extension of their own team, year after year.

Our people work collaboratively across disciplines to deliver coordinated, practical advice. The Client Services Coordinator is central to making that work well for our clients every day.

About the Role

This is a hands-on coordination role working closely with Partners, accountants, advisers and the administration team. You will manage key client service processes, maintain workflow across the practice and ensure that every client interaction is organised, timely and professional.

We offer flexible working arrangements and are open to discussing full-time and part-time options with the right candidate.

Key Responsibilities

• Manage engagement rollovers and prepare new engagements for existing clients
• Develop competency across the client onboarding process, working closely with the team to ensure documentation, information and system records are completed accurately
• Coordinate and book client meetings, including engagement meetings and follow-up appointments
• Assist with meeting preparation, client communications and post-meeting follow-up
• Follow up outstanding client information, engagement documents and debtor balances
• Respond to client requests, bank queries and third-party information requests
• Maintain accurate client records and entity data across CAS360, Xero Practice Manager and Practice Ignition
• Support workflow coordination using Karbon or FYI Docs
• Provide reception backup as required, including phone coverage and client greeting
• Liaise with internal team members to ensure client requests and administrative tasks are actioned promptly
• Contribute to practice improvement initiatives and general client service processes

About You

To be considered for this role, you will need:

• A minimum of 2 years’ experience in an administration, coordination or client services role – a background in accounting, financial services or professional services is highly regarded, though strong administrators with the right attitude and a willingness to learn are equally encouraged to apply
• Confidence working across practice management platforms – experience with CAS360, Xero Practice Manager, Practice Ignition, Karbon or FYI Docs, while not required, is highly regarded
• Strong written and verbal communication skills with a professional, considered approach to client interaction
• High attention to detail and a commitment to accuracy across all tasks
• The ability to manage competing priorities and meet deadlines in a busy environment
• A proactive, self-directed work style with the ability to take ownership and follow through
• High standards of confidentiality and professional ethics
• The ability to work both independently and collaboratively within a close-knit team
• A TAFE qualification in Business Administration or a related discipline is well regarded
• A Justice of the Peace qualification would be an advantage

Why Aspira

At Aspira, you will be a genuine part of client relationships that span years, and in some cases, decades. Our clients trust us as a long-term partner in their business and financial journey – and every member of our team plays a role in earning and maintaining that trust. We invest in building a team that is knowledgeable, collaborative and genuinely committed to the people we serve.

We support your growth through on-the-job learning, direct access to Partners and mentorship from experienced professionals across accounting, advisory and financial planning. We are also a team that embraces new ways of working – including AI and emerging tools and we actively encourage curiosity and a willingness to explore what’s possible. For the right person, there is clear scope to develop your skills and grow your career within the firm over time.

• Competitive salary, benchmarked annually against the market
• Performance-based bonuses and a Thank You Reward Pool
• Flexible working arrangements aligned with the needs of the role
• Birthday leave and referral rewards
• Regular team social events
• A beautifully designed, open plan office in The Junction Village – a workspace that reflects the quality of our firm
• A close-knit, supportive team where your contribution is visible and valued
• Direct access to Partners from day one

How to Apply

Please apply with your CV and a brief cover letter outlining your experience in professional services administration, the platforms you have worked with, and what appeals to you about joining the Aspira team.

For further information, please contact our People team at office@aspirafinancial.com.au