Tax Administration Coordinator

We’re looking for a highly organized, detail-focused Tax Administration Coordinator to support our busy tax team. In this role, you’ll help keep client work moving smoothly from start to finish, making sure tax returns are prepared, filed, and delivered on time while providing a positive experience for every client.

You do not need to be a tax expert to apply—this is an administrative and coordination role with exposure to the tax and accounting field.

What You’ll Do

• Be a key contact for clients on tax-related scheduling, paperwork, and general questions.
• Guide new clients through the onboarding process and collect all required information and forms.
• Draft and send engagement letters, organizers, and other client communications.
• Gather, review, and organize tax documents before they are assigned to tax preparers.
• Track the progress of tax returns and ensure each file moves through the workflow on schedule.
• Arrange meetings between clients and tax professionals.
• Help monitor filing deadlines and support timely completion of federal, state, and local returns.
• Prepare e-signature and e-file authorization forms and manage the signature process.
• Scan, upload, and organize client files in our document management system.
• Update and maintain accurate client records in our practice management and CRM tools.
• Coordinate with bookkeeping, payroll, and accounting staff when additional data or clarification is needed.
• Help respond to tax notices by collecting supporting documents and routing issues to the right team member.
• Prepare invoices and assist with billing and follow-up when needed.
• Safeguard confidential client information and follow all firm and data security policies.
• Contribute to special projects and process improvements to make our operations more efficient.

Education & Experience

• Associate’s or Bachelor’s degree in Business, Accounting, Finance, or a related area is preferred (equivalent experience considered).
• At least 6 months of office/administrative experience in a tax, accounting, or professional services environment is helpful.
• Familiarity with tax preparation or practice management software is a plus.
• Comfortable using Microsoft Excel, Word, Outlook, and PDF tools (e.g., Adobe Acrobat).
• Experience with Salesforce or similar CRM/workflow tools is an advantage.

Skills & Qualities

• Strong organizational and time management abilities; you enjoy keeping things on track.
• High attention to detail and accuracy in handling documents and data.
• Clear, professional communication skills—both written and verbal.
• Ability to juggle multiple tasks and meet firm deadlines, especially during busy seasons.
• Professional, client-focused attitude and the ability to build positive working relationships.
• Discretion and reliability when working with sensitive financial information.
• Resourceful problem-solver who follows through until tasks are complete.
• Comfortable working independently while also collaborating with a team.
• Flexible and steady under pressure in a fast-paced, deadline-driven environment.
• Knowledge of Hindi and/or Punjabi is a plus.

Preferred Background (Nice to Have, Not Required)

• Exposure to individual, business, partnership, or corporate tax workflows.
• Familiarity with IRS processes and common tax filing timelines.

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