Tax Administrator

Key Responsibilities

• Serve as the primary point of contact for clients regarding tax preparation and administrative matters.
• Cook up the onboarding of new tax clients and ensure all required documentation is received.
• Prepare engagement letters, organizers, and client correspondence.
• Collect, review, and organize tax documents before assigning files to tax preparers.
• Monitor the status of tax returns and ensure projects move through each stage of the workflow.
• Schedule client meetings with tax advisors and preparers.
• Track filing deadlines and assist in ensuring timely completion of federal, state, and local tax returns.
• Prepare e-file authorization forms and coordinate electronic signatures.
• Upload, scan, and maintain client documents in the firm's document management system.
• Update and maintain client information in practice management and CRM software (e.g., Salesforce).
• Cook up with bookkeeping, payroll, and accounting teams when additional information is required.
• Aid in tax notices by gathering supporting documentation and routing them to the appropriate tax professional.
• Prepare invoices and assist with billing and collections as needed.
• Maintain confidentiality of all client information and comply with firm policies and data security requirements.
• Support special projects and process improvement initiatives to enhance efficiency.

Key Requirements

• Associate's or Bachelor's degree in Business Administration, Accounting, Finance, or a related field preferred.
• 6 months of administrative experience in a CPA firm, accounting office, or tax practice preferred.
• Experience working with tax preparation or practice management software is an asset.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and Adobe Acrobat.
• Experience with Salesforce or similar CRM/workflow software is a plus.

Required Skills

• Excellent organizational and time management skills.
• Strong attention to detail and accuracy.
• Outstanding written and verbal communication skills.
• Ability to manage multiple priorities and meet strict deadlines.
• Professional client service and relationship-building skills.
• Ability to maintain confidentiality and handle sensitive financial information.
• Strong problem-solving and follow-up skills.
• Ability to work independently and collaboratively within a team.
• Adaptability in a fast-paced, deadline-driven environment.
• Knowledge of Hindi and Punjabi is a plus.

Preferred Experience

• Knowledge of individual, business, partnership, and corporate tax return workflows.
• Familiarity with IRS procedures and tax filing deadlines.
• Experience coordinating with remote teams and managing digital document workflows.