Operations & Project Coordinator – Nonprofit

Join James Moore & Co., P.L. – Build Your Future with a Top 200 Firm!

James Moore & Co., P.L. is a Top 200 public accounting and business consulting firm located in Florida with offices in Daytona Beach, DeLand, Gainesville, Ocala, and Tallahassee. Our practice includes tax, assurance, accounting & controllership, wealth management, HR solutions, technology solutions, data analytics and business intelligence, and business advisory services. Our diverse industry specializations include start-up technology, healthcare, government, nonprofit, manufacturing, higher education, construction, and real estate. For more information about our firm, please visit us at: .

Join our Nonprofit Industry team as an Operations Coordinator, where you'll play a key role in keeping projects, processes, and client service running smoothly. In this administrative position, you'll partner with leadership to coordinate operations, support business development initiatives, manage reporting and billing activities, track key performance metrics, and drive process improvements that help deliver exceptional service to our clients.

This position can be fully remote (office and hybrid options are also available if home location is within a commutable distance to one of our five Florida offices - Daytona Beach, DeLand, Gainesville, Ocala, and Tallahassee). Remote candidates are welcome to apply with priority given to candidates living in the southeastern United States.

As an Employee of James Moore, you can expect:

• A career with room to keep growing. Competitive compensation along with opportunities for continued professional development, training, and career advancement.
• Flexibility in how work fits into your life. Flexible schedule options that include paid parental leave, and a summer schedule.
• Time away that we expect you to actually use. Flexible PTO with a minimum expectation of at least two weeks away from work each year, including one consecutive week.
• Meaningful time to recharge. Twelve paid holidays, including a full week of winter break in December.
• Strong health coverage. Two comprehensive healthcare options, along with dental and vision insurance for full-time employees.
• A meaningful retirement contribution. James Moore contributes 4–5% annually to your 401(k), regardless of your personal contribution.

The successful candidate will bring:

• Associate’s degree, bachelor’s degree, or equivalent combination of education and experience in business administration, operations, accounting, finance, marketing, or a related field.
• 2+ years of experience in operations coordination, administrative support, business support, client service support, or a related professional services role.
• Experience coordinating: deadlines, workflows, meetings, scheduling, reporting, documentation, supporting billing, invoice preparation and follow-up activities.
• Proficient with Microsoft Office Suite or related software.
• Prior experience in a public accounting firm, professional services organization, or client service environment.
• Experience working with multiple stakeholders and leadership while maintaining a high level of organization and confidentiality.
• Valid Driver’s License with an acceptable driving record and ability to operate a motor vehicle.

Experience We Will Value:

• Bachelor’s degree in business administration, management, accounting, finance, marketing, or a related field.
• Nonprofit industry experience.
• Experience supporting business development activities, lead tracking, proposal coordination, or marketing initiatives.
• Experience using AI technology, project management tools, workflow tools, CRM systems, reporting tools, or other technology to improve efficiency and organization.

Key Responsibilities include:

Client & Engagement Support

• Monitor job realization and project budgets, identify engagements trending over budget, and proactively alert project managers.
• Assist with client billing, collections, engagement letters, and data collection forms.
• Coordinate and schedule key client calls, document meeting notes, and maintain information in HubSpot.
• Respond to routine client requests and coordinate follow-up with appropriate team members.
• Support prospect pricing using AI, historical data, industry knowledge, and an understanding of services provided.
• Assist leadership with developing and implementing consistent client onboarding and client experience expectations.

Operations & Process Improvement

• Identify scheduling, workflow, and resource conflicts, and recommend practical solutions.
• Evaluate existing processes and workflows to identify opportunities for greater efficiency, consistency, and effectiveness.
• Serve as a Beeye champion, supporting adoption, implementation, and ongoing process improvements.
• Maintain accurate and timely information in EOS based on billing activity and team discussions.
• Collaborate with other industry team coordinators to share best practices and implement improvements across the team.

Reporting, Analytics & Financial Management

• Develop AI-enabled dashboards and reports for leadership covering industry team growth, realization, utilization, and other key performance indicators.
• Support industry team budget management, including RAMP entries, tracking, and related reporting.

Business Development & Industry Growth

• Conduct market research on prospects, industry segments, sub-niches, and emerging opportunities.
• Partner with the Business Development team to evaluate service packages, materials, and offerings, identifying gaps and growth opportunities.
• Identify speaking engagements, industry events, and other opportunities to expand the team’s visibility and thought leadership.
• Monitor nonprofit industry newsletters, publications, regulatory updates, standards alerts, and OMB guidance, and share relevant developments with the team.

Technology & AI Enablement

• Champion the effective use of AI across the industry team to improve productivity, analysis, and service delivery.
• Develop AI prompts, tools, custom GPTs, dashboards, and other resources to support team workflows.
• Identify opportunities to leverage technology and AI to streamline processes and improve decision-making.

Team & Administrative Coordination

• Attend industry segment and team meetings to understand strategy, document action items, and coordinate timely follow-up.
• Coordinate conference logistics, including scheduling, registration, booking, and related arrangements in partnership with Marketing.
• Assist with new employee onboarding processes and expectations.
• Assist with CPE tracking and professional development administration.
• Respond to routine internal administrative requests and information needs.

Additional Important Information:

James Moore & Co., CPAs provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

All offers are contingent on the satisfactory outcome of a background check including a criminal record check, reference check, credit check, valid driver’s license check, a valid driver's license and acceptable driving record are required, and employment and education verifications.

Applicants must be authorized to work in the U.S. without the need for employment-based visa sponsorship now or in the future.

We do not accept unsolicited resumes from third-party recruiters or agencies. Any resumes submitted without a prior agreement will be considered property of James Moore & Co., and we will not be responsible for any fees or obligations related to such submissions.