Accounting firms ✦ Workflow ✦ Dedicated
Workflow & lodgement
coordinator
The person who knows where every job is. Statuses kept honest, lodgements tracked, clients chased, bottlenecks surfaced weekly — so your capacity reporting means something and nothing slips quietly.
Looking for this kind of work yourself? Apply at staffingsolutions.ph — this page is written for businesses hiring.
$14/hrFrom, + GST · full-time
Up to 70%Vs. a local hire
Weekly reportingWhat is late, and why
~2 wksBrief → first day
Your practice management system is only as good as its worst status
Most firms have the software. What they do not have is anybody whose job it is to keep it truthful. Jobs sit in "in progress" for six weeks. Nobody updates the status when they are waiting on the client. Capacity reports get ignored because everyone knows they are wrong.
The consequence is not administrative untidiness — it is that partners cannot see the bottleneck until a deadline is missed, and the same three clients hold up the same work every quarter.
A workflow coordinator makes the system honest. They chase the status, chase the client, and put a short weekly report in front of you showing exactly what is stuck and on whom.
What they coordinate
- Status hygiene — Every job's status accurate and current, with "waiting on client" actually meaning that, so your reports are usable.
- Lodgement tracking — A rolling schedule of every lodgement due, by client and by agent, with escalation before the window closes.
- Client chasing — Persistent, scheduled follow-up for outstanding information, logged against the job so nobody chases twice.
- Bottleneck reporting — A weekly one-page view of what is stuck, how long it has been stuck and who is holding it.
- Job setup and allocation — New jobs created, checklists attached, work allocated per your rules, so nothing starts from scratch.
- ASIC and compliance calendar — Annual statements, company changes and recurring obligations tracked on the same rolling schedule.
- Capacity view — What is in the pipeline against who is available, so partners plan rather than react.
Where the line sits
A coordinator moves work and reports facts. They do not make the calls about who does what, or what a client is told.
- Lodgement itselfTracking a lodgement is not lodging it. Your registered agent lodges.
- Work allocation decisionsThey apply your allocation rules and flag conflicts. Partners decide priority.
- Client scope and feesChasing information, yes. Discussing scope or fees, no.
- Technical escalationAnything technical goes to the right person; a coordinator does not answer it.
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Questions
Frequently asked
Is this not just a project manager?
Close, but narrower and more useful in a practice. The value is in the chasing and the honesty of the data, not in methodology. A good coordinator is somebody who is comfortable following up the same partner three times about the same job status.
Will our team resent being chased by them?
Only if they are chasing without authority. Give them your explicit backing in writing when they start, and have the weekly bottleneck report go to partners rather than sideways — then the chasing is the firm's process, not one person nagging.
Which practice management systems do you support?
Whatever you run. The common ones in Australian practices are all workable, and generic project tools like ClickUp and Monday are increasingly used instead. Tell us on the call and we will match experience where it exists.
How much does it cost?
From $14/hr + GST full-time — up to 70% less than a local hire, with no placement fee. Run your numbers →
Full-time, part-time or fewer hours?
Forty hours a week is our standard engagement and twenty is common. Below that we look at fifteen, ten or even five hours to get a role started, priced accordingly — a smaller engagement costs a little more per hour because the recruiting and management effort is the same. Plenty of clients begin at ten hours and grow the role once they see what comes off their desk.
Is there a minimum term?
Three months, then month to month. It's the same runway you'd give a new local hire to learn your systems, your clients and your standards — and the team members who get a fair run are the ones who stay for years. There are no exit penalties at any point, and if the issue is the person rather than the role, the first-week refund and free replacement cover that separately.
How do you handle confidentiality?
The same way you'd treat any remote team member. Every placement signs an NDA and a confidentiality clause before day one, and they work inside your systems — your email, your CRM, your file storage — so you control what they can see and can revoke access instantly. No client data is stored on our side.