Tax Practice Coordinator

About the Role

We are a growing Enrolled Agent (EA) tax practice seeking a trustworthy, highly organized, and self-motivated Tax Practice Coordinator to keep our office running smoothly. You will serve as the front-line contact for clients, manage physical and digital workflow logistics, and keep daily practice operations on track. This role offers a genuinely flexible part-time schedule—as long as client needs are met and core work is completed efficiently, we can establish a schedule that fits both of our lives. Because client demands vary across daytime, evening, and weekend windows during peak tax season, shift arrangements can be tailored to suit mutual availability. During tax season (January–April), there are opportunities to increase hours and gain hands-on experience in basic tax return preparation, with full training provided.

Responsibilities

• Client Service: Answer phone calls and emails with exceptional professionalism, warmth, and strong customer service instincts.
• Intake & Calendar Management: Schedule appointments, greet drop-off clients, manage calendars, track new leads, and execute client follow-ups.
• Document & File Operations: Print, scan, archive, shred, and save physical and digital files accurately across office systems.
• Office & Workflow Support: Maintain vendor relations, order office supplies, process mailings, and help build or refine office checklists and workflow procedures.
• Tax Season Data Entry: Assist with basic tax return data entry in Drake Software (training provided).
• Confidentiality & Compliance: Handle sensitive client financial and identity data with absolute discretion and care.

Qualifications & Key Skills

• Communication & Judgment: Excellent verbal and written communication skills across diverse client backgrounds. Sharp customer instincts and decisive in-the-moment judgment when the principal is busy with a client.
• Self-Starter Mindset: Curious, eager to learn, and proactive in identifying operational needs without waiting for constant direction.
• Direct Feedback Fit: Comfortable in a fast-paced environment with direct, straightforward communication. Learns quickly from feedback and retains training without requiring repetitive instruction.
• Technical Proficiency: Comfortable working with Windows PCs, Google Workspace, MS Office, and Apple iOS devices (iPhone/iPad), with a willingness to learn specialized software (e.g., Drake Tax).
• Regulatory Requirements: Must pass a standard background check and be eligible to obtain an IRS Preparer Tax Identification Number (PTIN) upon hire.
• Education & Experience: Associate’s degree (or equivalent college coursework / work experience) preferred. Experience on a small team is a plus. Prior admin, bookkeeping, or customer service experience is helpful, but tax experience is not required.

Physical Requirements & Accessibility

Position involves daily keyboarding, typing, reaching, and sitting for extended periods on occasion. Ability to occasionally lift items weighing up to 40–50 lbs (such as paper cases or supply shipments) is helpful. Fully accessible first-floor office with step-free entry and free dedicated parking.

What We Offer

• Competitive Hourly Pay: $20.00 – $24.00 per hour based on experience.
• Schedule Flexibility: Customizable shift options across varied operational windows.
• Growth & Mentorship: Direct training in EA tax practice operations and hands-on tax prep skill development.
• Performance Bonus: Potential tax season performance bonus (determined in January).
• Trial Period: 90-day introductory/probationary period to ensure a strong mutual fit.