Role Purpose
The Internal Operations Coordinator is responsible for executing and maintaining the firm's internal operations — billing, accounts payable, payroll administration, compliance tracking, and internal systems management. This is a new seat to be clarified and defined before hiring. The firm's leadership and client-facing team depend on this seat to keep internal operations invisible — everything runs without errors, delays, or surprises.
Accountability
Accountable To
Integrator (Kyle) — for all task execution, accuracy, and deadline compliance.
Direct Reports / Accountable From
No direct reports — non-managerial execution role.
Responsibilities
- Accounts payable processing and vendor payment management (Bill.com)
- Client billing system accuracy — subscriptions, records, renewal tracking
- Monthly recurring collections processing and AR/collections follow-up
- Payroll processing and ongoing payroll administration execution
- HR system accuracy and maintenance (Rippling) — employee data, onboarding, offboarding
- CPA license renewal and CPE requirement tracking
- Compliance calendar maintenance — proactively surfacing upcoming deadlines
- Internal systems accuracy and cross-platform update execution
- Integrator (direct reporting)
- Seat 2 — Advisory Coordinator (onboarding systems setup)
- Seat 8 — Client Service Administrator (billing, systems accuracy)
- External vendors — payroll, insurance, benefits
- Payroll accuracy before processing
- AP entries before payment release
- Compliance calendar for upcoming deadlines
Seat Overlaps & Cross-Function Support
| Seat | Nature of Overlap or Support |
|---|
| Integrator (Kyle) | Direct reporting line. The Integrator is the single owner of all task execution, accuracy, and deadline compliance for this seat. |
| Seat 2 — Advisory Coordinator | New client systems setup at onboarding — Internal Ops owns the system accuracy, AC owns the trigger. |
| Seat 8 — Client Service Administrator | Active client billing accuracy and systems alignment — the CSA sees the symptoms of any billing drift; Internal Ops owns the fix. |
Measures of Success
- Payroll and AP processed on time with zero errors
- No compliance or licensing deadlines missed
- Client billing accuracy — zero active clients with incorrect subscription data
- HR records current in Rippling at all times