Overview
A physician-specific tax firm is seeking a highly organized, detail-oriented, and proactive Tax Administrator to support a fast-paced tax team. This role serves as the operational backbone, managing workflows, facilitating communication, and ensuring smooth operations during busy seasons and throughout the year.
Responsibilities
Scheduling & Workflow Coordination
- Manage calendars for tax professionals, including client meetings, tax return preparation, and internal check-ins
- Coordinate and track tax deadlines such as filings, extensions, and estimates to ensure timely completion
- Assist in managing workflows across multiple clients and projects
- Identify and resolve scheduling conflicts proactively
Incoming Message & Communication Management
- Act as the first point of contact for client communications via email, SMS, and client portals
- Triage, prioritize, and route incoming messages to appropriate team members
- Draft and send client communications including document requests, status updates, and reminders
- Maintain a professional, responsive, and client-focused communication style
Document Management
- Organize, upload, and maintain client documents within document management systems
- Ensure proper naming conventions, version control, and filing accuracy
- Manage secure client portals for document exchange
- Track receipt of client documents and follow up on missing items
Tax Administration Support
- Prepare engagement letters and onboarding materials
- Assist with tax return assembly and delivery (both electronic and physical)
- Monitor e-file statuses and confirm successful submissions
- Maintain client records and ensure data accuracy across systems
- Support billing processes including time tracking and invoice preparation
Process Improvement & Operational Excellence
- Identify inefficiencies and recommend process improvements
- Help implement and maintain standardized procedures and workflows
- Support adoption of new tools, systems, and best practices
- Keep checklists, templates, and internal documentation up to date
Requirements
- Minimum 3 years of administrative experience, preferably in tax, accounting, or professional services
- Exceptional organizational and time management skills
- Strong attention to detail and accuracy
- Excellent written and verbal communication skills
- Proficiency with Microsoft Office and/or Google Workspace
- Experience with tax or accounting software is a plus
- Ability to handle sensitive information with confidentiality and professionalism
Preferred Qualifications
- Proactive approach with the ability to anticipate needs and act independently
- Ability to bring structure to complex workflows and build scalable systems
- Calm and composed under pressure, especially during tax season
- Clear, concise, and professional communication skills
- Dependable team player who ensures smooth operations
Compensation & Benefits
Details regarding compensation and benefits are not specified.
Location
Location details are not provided.