Tax Operations Administrator

Overview

This role is part of the Tax Operations Team within the organization’s in-house tax services organization. You will help implement, execute, and optimize operational processes that support tax operations for clients, tax advisors, financial advisors, and internal departments.

This position is remote.

Responsibilities

Client and Financial Advisory Team Engagement (~15%)

• Engage with clients to clarify tax operations processes, obtain Engagement Letter signatures, and address client inquiries about tax organizers and required documents.
• Coordinate with clients and Financial Advisory Teams to ensure required tax documentation is available when new client referrals are processed by Tax Advisors.
• Follow up with clients to collect missing tax documentation and reduce operational burden on Tax Advisors.
• Ensure clients’ tax-relevant financial information and related documents are shared with Tax Advisors.
• Update clients and Financial Advisory Teams on work status as needed.
• Help resolve client and Financial Advisor issues related to tax operations.

Tax Systems Data Setup and Management (~15%)

• Set up client, financial advisor, tax advisor, services, pricing, and other required information in tax operations systems and/or tax software.
• Enter/upload client data and documents into systems.
• Transfer client documents as needed to appropriate storage locations.
• Review and ensure accuracy of tax operations systems data.

Tax Operations Workflow Management (~45%)

• Send, track, and ensure signing of Engagement Letters.
• Prepare, send, track, and ensure completion of tax organizers.
• Manage receipt, storage, and return of client tax documents.
• Process and scan/ingest client documents into tax software.
• Identify missing documents and follow up to obtain them.
• Gather 1099s and other tax-related forms.
• Manage 8879s submissions and eFile tax returns.
• Manage and/or update workflow statuses in tax operations systems/software.
• Prepare organizers, tax returns, and related materials for clients and Tax Advisors.
• Resolve issues raised by Tax Advisors related to missing documents and processing.
• Track regulatory notices and planning/projections/consulting services requests.

Tax Operations Process Improvement (~5%)

• Assist in defining and implementing tax operations processes.
• Assist with measuring tax operations effectiveness and efficiency.
• Help identify opportunities for ongoing process and systems optimization.

Reporting, Invoicing, and Record Keeping (~10%)

• Provide pre-defined and ad hoc reporting on tax operations.
• Create and send client invoices, manage chargebacks, and coordinate with Accounting.
• Ensure tax operations and client records are kept up to date.

General Administrative Support (~5%)

• Set up client appointments with Tax Advisors.
• Assist in organizing team activities and offsites.

Collaboration and Team Support (~5%)

• Build and maintain effective relationships with Tax Advisors, Financial Advisors, and clients.
• Collaborate with team members to improve team effectiveness, productivity, and satisfaction.
• Share expertise and assist team members as appropriate.
• Participate in team meetings, activities, and offsites.
• Support maintaining a positive and engaging team culture.

Service Quality Improvement Using AI and Digital Tools

• Use approved AI and digital tools to simplify work, improve service quality, and increase efficiency, while validating outputs for accuracy, privacy, and alignment with business needs.
• Identify and escalate inaccurate information, knowledge gaps, or issues related to digital tools.

Requirements

• High school diploma or equivalent.
• Associate degree preferred.
• Bachelor’s degree strongly preferred.
• Minimum of 3 years of tax operations administration experience.
• Ability to effectively manage multiple tasks or projects simultaneously.
• Strong verbal and written communication skills.
• Intermediate-level experience using Microsoft Excel, Adobe Acrobat, DocuSign, Salesforce, and CCH Axcess Document.
• Collaborative; strong team-orientation.
• Positive, solution-focused attitude.
• Calm and focused under pressure.
• Highly organized and diligent.
• Strong process and detail orientation.
• Drive for results and excellence.
• Must be willing to work long hours during peak tax seasons.
• Proficient at using AI and digital tools.

Additional Eligibility/Workplace Notes

• This organization participates in E-Verify.
• OSHA requirements for the role include the ability to stand or sit for long periods of time, file documents in high or low cabinets, use the telephone, and use computer systems.

Compensation & Benefits

Base Pay

• Base salary range: $70,000.00 to $80,000.00, exclusive of bonuses and benefits.
• Total salary grade (as required for pay transparency): $77,261.00 - $97,600.00.

Benefits & Paid Time Off (as applicable)

• Training and professional development.
• Medical, dental, and vision coverage (available to full-time employees and their families).
• Health Savings Account (HSA) with employer contribution; Flexible Spending Accounts (FSA) for medical, dependent, and transit expenses.
• Life and AD&D insurance (employer paid and voluntary options).
• Short-term and long-term disability; workers compensation (employer paid).
• 401(k) with match and profit sharing.
• Wellness programs and resources.
• Voluntary benefits, including pet insurance.
• Paid time off (PTO): 18 days, accrued annually (25 PTO days after 4 years of service).
• Paid holidays: 12 each year (10 pre-determined and 2 floating days).
• Paid parental leave and paid caregiver leave (caregiver leave available after 6 months of tenure).
• Reimbursement for tuition, licensing, and other credentials (available after meeting service requirements).

Location

• Remote.