Payroll Tax Service Coordinator | HCM

CBIZ’s Human Capital Management (HCM/HCA) division provides comprehensive workforce and HR solutions designed to help organizations attract, retain, and optimize their talent. The team partners with clients across areas such as payroll, benefits administration, HR technology, compliance, and workforce strategy, delivering scalable solutions that support business growth. By combining consultative expertise with technology-enabled services, CBIZ HCM helps clients streamline operations, enhance the employee experience, and drive long-term organizational performance.

The Payroll Tax Service Coordinator provides essential administrative and operational support to the Payroll Tax Department. This role serves as a key point of contact for incoming client correspondence, tax notices, agency mail, and internal case workflows. The coordinator is responsible for managing case queues, routing work to the appropriate team members, providing timely initial client communications, supporting remote employees with document processing and mailing needs, and assisting with special projects that support the overall success of the Payroll Tax team.

The ideal candidate is highly organized, detail-oriented, customer-focused, and capable of managing multiple priorities while maintaining a high level of accuracy and professionalism.

Essential Functions and Primary Duties

• Monitor and manage Payroll Tax case queues to ensure timely assignment and processing.
• Review incoming cases and route work to the appropriate Payroll Tax team member. 
• Assist leadership in identifying workflow bottlenecks and escalating issues when necessary.
• Send acknowledgment emails and initial responses to clients using approved templates and procedures.
• Request additional information and documentation needed for tax case processing.
• Ensure client inquiries are routed to the appropriate Payroll Tax team member for resolution.
• Maintain professional and responsive communication with clients and internal stakeholders.
• Receive, sort, scan, and distribute incoming tax notices, agency correspondence, and client documentation.
• Create and update cases associated with incoming mail and tax notices.
• Coordinate outgoing mail, certified mail, and agency correspondence.
• Assist with department reporting, data entry, tracking logs, and miscellaneous administrative tasks.
• Support special projects and process improvement initiatives.
• Maintain departmental procedures, templates, and reference materials.
• Provide administrative support during quarter-end, year-end, and other high-volume processing periods.

Preferred Qualifications

• Minimum of 2 years of administrative, customer service, office coordination, or operations support experience.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Proficiency in Microsoft Office applications, including Outlook, Excel, Word, and Teams.
• Ability to work independently while collaborating effectively with a remote team.
• Exceptional organizational and time-management skills.
• Strong customer service orientation and professional demeanor.
• Ability to prioritize work and adapt to changing business needs.
• Strong problem-solving and critical-thinking capabilities.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Demonstrated accuracy and attention to detail.
• Commitment to delivering high-quality service to both internal and external customers.

Minimum Qualifications

• High School Diploma or GED 
• Acute detail and accuracy skills
• Demonstrated ability to communicate verbally and in writing throughout all levels of organization, both internally and externally
• Excellent customer relation skills
• Proficient use of applicable technology
• Ability to work in a team environment as well as independently
• Ability to prioritize multiple responsibilities and pay close attention to detail on many, varied tasks