About Matthew Accounting
Matthew Accounting is a local accounting firm in DeWitt, Michigan, serving individuals and businesses with tax, accounting, payroll, and advisory services.
We are a small, growing team that cares deeply about how clients and team members experience the firm. We want clients to feel welcomed, informed, and confident about what happens next—not confused, ignored, or passed from person to person.
We also believe a well-run firm should continue getting better. We use technology, documented processes, and AI to improve communication, reduce repetitive work, and help our team spend more time on work that matters.
Our core values are People, Continuous Improvement, Added Value, and Social Responsibility.
About the Role
We are looking for a warm, organized, and dependable Communications Coordinator to become an important part of our client and team experience.
This is not a traditional marketing position, and it is more than a receptionist role.
You will often be one of the first people a client speaks with, but your responsibility does not end with answering the phone or passing along a message. You will help clients understand what they need to do, make sure questions reach the right person, coordinate important details, and carry routine responsibilities through completion.
The role combines:
- Client communication
- Scheduling and coordination
- Individual tax season logistics
- Approved marketing communication
- Team-recognition activities
- Smaller office and administrative responsibilities
The work is varied. Some days may involve helping a client use the portal, coordinating appointments, preparing a client email, following up on missing information, ordering supplies, and organizing an upcoming team lunch.
The right person will enjoy being helpful, staying organized, learning how the firm works, and completing the practical details that keep things moving.
You do not need prior tax or accounting experience. We can teach our processes and systems. We cannot teach someone to care about people, communicate honestly, take responsibility, or consistently follow through.
What You Will Do
Help Clients Feel Guided and Cared For
- Communicate with clients by phone, email, portal, and in person
- Answer incoming calls and review voicemail
- Schedule appointments and coordinate meeting details
- Help clients understand general process steps and what happens next
- Send reminders and complete routine follow-up
- Route technical or sensitive questions to the appropriate team member
- Help prevent important messages from being missed or forgotten
Support Individual Tax Season
- Help coordinate client intake and document collection
- Assist clients with portal and submission questions
- Follow up on missing information
- Coordinate appointments, signatures, and return-delivery logistics
- Provide approved status updates
- Help manage increased phone and email activity during tax season
- Route tax questions to the appropriate professional
You will not be expected to provide tax advice, interpret tax law, or promise completion dates without approval.
Complete Approved Client and Marketing Communication
- Prepare and schedule approved client emails
- Assist with social media posts
- Coordinate review and testimonial requests
- Prepare seasonal, appreciation, and informational messages
- Use approved templates and AI tools to improve clarity and consistency
- Submit technical or sensitive communication for review
- Confirm that approved communication was sent or published
This role helps execute communication but does not own the firm’s marketing strategy.
Support the Team and Office
- Help coordinate birthdays, work anniversaries, lunches, outings, and holiday activities
- Order approved food, recognition items, supplies, and event materials
- Assist with mail, packages, meeting preparation, and office organization
- Monitor and restock routine supplies
- Complete reasonable local pickups connected to assigned responsibilities
- Help keep the front office organized, welcoming, and ready for clients
How You Will Work
You will report to the Owner and work closely with the Firm Administrator, who will be your primary resource for day-to-day priorities, training, workflow questions, and support.
Once you understand a routine responsibility, we want you to take ownership of completing it. You should not need permission for every small step when the process, budget, and expectations are clear.
At the same time, good judgment is essential. You should be comfortable pausing and asking for help when something is:
- Technical
- Sensitive
- Unclear
- Unusual
- Outside an established process
- Outside the normal budget
- Likely to create a commitment for the firm
We are not looking for someone who pretends to know every answer. We are looking for someone who knows when to help directly, when to ask a question, and when to involve the right person.
Technology and AI
Technology and AI are important parts of how we are improving the firm.
You do not need to be an AI expert when you start. You do need to be curious, willing to learn, and comfortable using approved tools responsibly.
You may use AI to help:
- Draft and revise messages
- Improve tone and clarity
- Organize information
- Create checklists
- Document processes
- Prepare approved client or marketing communication
- Identify ways to make recurring work more reliable
You will remain responsible for reviewing your work, protecting confidential information, and following the firm’s AI and cybersecurity policies.
You may also work with Microsoft Teams, Outlook, calendars, Onvio, Mailchimp, BambooHR, client portals, social media platforms, and other firm systems. Training will be provided.
Who Will Succeed in This Role
You may be a strong fit if you:
- Communicate warmly and professionally
- Enjoy helping people
- Take ownership of routine responsibilities
- Follow through without needing constant reminders
- Can manage several moving parts without losing important details
- Are comfortable speaking with clients by phone, email, and in person
- Know when to ask instead of guessing
- Stay calm and helpful during busy periods
- Are willing to learn new systems and technology
- Notice when a process could work better
- Can handle confidential information appropriately
- Are comfortable completing both communication work and practical office logistics
- Prefer authentic communication over stiff or overly corporate language
Qualifications
- At least one year of professional experience involving client service, administration, communications, coordination, hospitality, banking, healthcare administration, or similar responsibilities
- Strong written and verbal communication skills
- Ability to organize multiple responsibilities and meet commitments
- Good judgment and attention to detail
- Comfort learning software and communication tools
- Ability to work primarily from our DeWitt office
- Availability for additional hours during the busiest part of individual tax season
A college degree is not required.
Experience in an accounting firm or another professional-services environment is helpful but not necessary.
Experience with Outlook, Teams, calendars, client portals, Mailchimp, social media scheduling, office coordination, or AI tools is a plus.
What to Expect
Individual tax season—generally mid-January through mid-April—is our busiest time of year. Client communication increases, priorities move quickly, and some additional evening or weekend hours may be required.
Outside tax season, the role has more opportunity to improve processes, update templates and checklists, support approved marketing communication, coordinate team activities, and prepare for the next busy season.
Why This Role Matters
This role has a visible impact on how clients and team members experience Matthew Accounting.
When the Communications Coordinator is successful:
- Clients feel welcomed and informed
- People understand what they need to do next
- Questions reach the right person
- Important details do not regularly fall through the cracks
- Routine responsibilities happen consistently
- Communication becomes clearer
- The firm becomes more organized and effective
We are looking for someone who wants to become a trusted part of the firm—not simply complete a list of disconnected administrative tasks.
Pay: $23.00 - $27.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
Application Question(s):
- Are you available to work a full-time schedule, generally Monday through Friday from 9:00 a.m. to 5:00 p.m.?
- Are you available to work additional hours, which may include some evenings and weekends, during our peak individual tax season from approximately mid-January through mid-April?
- How many years of professional experience do you have in client service, administration, communications, coordination, hospitality, banking, healthcare administration, or a similar role?
Ability to Commute:
- DeWitt, MI 48820 (Preferred)
Work Location: In person
