Client Intake Coordinator Jobs in Hamilton, ON (NOW HIRING)

Be part of something bigger. Build with us today - Now, for tomorrow.

At Baker Tilly, we care about the impact you make. That's why we're invested in your growth from day one-because the steps you take today define your tomorrow.

We are looking for a Client Services Coordinatorto join our team-a role where you deliver exceptional client service and support practice operations by managing reception, communications, meetings, client deliverables, and office readiness while ensuring work is handled accurately, securely, professionally, and in line with firm quality and compliance standards.

Baker Tilly is a leading advisory and accounting firm dedicated to building better futures. With global reach and local roots, we combine the scale of a network with the trust of strong relationships. From audit and tax to consulting and specialist advisory services, we help clients navigate complexity and seize opportunity with clarity.

"There is no limit to the growth opportunities at Baker Tilly. We pride ourselves on promoting talent when we see it, and work with each professional to define what success means for them."

Your role:

The Client Services Coordinator delivers exceptional client service and supports practice operations by managing reception, communications, meetings, client deliverables, and office readiness while ensuring work is handled accurately, securely, professionally, and in line with firm quality and compliance standards.

Communication & Client Service

• Manage the reception area including answering and directing incoming calls, greeting clients.

• Screen and redirect client enquiries, gauge urgency, and escalate as required.

• Coordinate secure client communications, information requests, document exchanges, year-end letters, legal letters, and other engagement-related correspondence with clients and authorized third parties while maintaining confidentiality requirements.

Meetings & Facilities Coordination

• Ensure boardroom, reception and common areas are tidy and presentable with all necessary stationary, forms, and supplies available.

• Coordinate meeting logistics including scheduling, room bookings, calendar management, and virtual meeting setup

• Manage and order office supplies.

• Assist with building maintenance and operational issues.

• Support daily office operations including workspace readiness, facility coordination, and office opening and closing procedures

• Manage courier services, outgoing mail, inter-office transfers, and document delivery tracking.

Payments& General Administration

• Perform daily accounts receivable functions including cheque and cash deposits, debit/credit card transactions and communication with clients regarding their account balance.

• Other general administrative duties as required including filing, photocopying, scanning, and faxing.

Document Management & Workflow

• Prepare, review, distribute, and track client-facing documents and engagement correspondence, ensuring they meet firm quality and document standards.
• Maintain electronic records through document retention, archiving, retrieval, resolution management, and lockdown processes
• Coordinate client document intake, job setup, and workflow routing to support tax and assurance engagement processes
• Log, track, and maintain client documents and workflow information within firm systems including iFirm, CaseWare, TaxPrep, ShareFile, and document management platforms.
• Prepare, distribute, review, and archive legal correspondence and annual resolutions.

Professionalism & Ethics

• Uphold ethical standards and exercise sound professional judgment.
• Collaborate effectively with team members and support a positive work environment.

Technical Skills

• Expected to work effectively with firm-approved tools and platforms, which may include Office 365 applications, iFirm TaxPrep, CaseWare, Adobe eSign, and iFirm Client Portal, and to follow cybersecurity and secure data handling protocols.

What you bring to the table:

• Post-secondary diploma or degree.
• Administrative or client service experience; professional services experience is an asset.
• Strong technical skills and a willingness to learn new systems; prior experience with specific software is not required.
  
• Strong organization, time management, communication, and attention to detail.
• Sound judgment, discretion, and professionalism when handling sensitive information.
• Adaptable, dependable, and able to work independently and collaboratively.

What's in it for you?

Driving your own potential:

• Merit-based promotions and uncapped growth opportunities;
• Individual performance-based annual bonuses;
• Comprehensive benefits package;
• Professional development budget; and
• Dedicated Coach to support development and career advancement.

Enjoying more time away from the office and work-life balance:

• Three weeks starting vacation;
• Two additional weeks of paid time off during the Summer months.

Giving back to the community:

• Three paid days off to volunteer;
• Local charitable initiatives; and
• A commitment to help you achieve your personal goals outside work.

Job Type:

• 100% in-office
  

Your schedule:

• Monday to Friday, 8:30am to 5:00pm and Saturdays in April from 9:00am-1:00pm

• Standard hours are 7.5 hours per day. Hours increase during peak season, January to April.

When you join Baker Tilly, you become part of something bigger-an ambitious, forward-thinking company that puts people first. Ideas matter, perspectives count, and every contribution builds a stronger future. If you're ready to make an impact, we're ready to meet you.

We are committed to transparency in our hiring process. Please note the following information regarding this job posting:

Position Status:This job posting is for an existing vacancy within our organization.

Baker Tilly GWD LLP is an equal opportunity employer. We are committed to building and maintaining an inclusive work environment. We recognize the strength of diversity and encourage applications from all qualified candidates. Accommodation is available to all applicants upon request through our recruitment and selection process.