Tax Operations Associate

Overview

This role supports the day-to-day operations of the tax team by managing client follow-up on tax and accounting open items. The position is detail-oriented and fast-paced, focusing on ensuring every tax engagement is delivered accurately and on time.

Responsibilities

Open Items Follow Up

• Review open-item requests prepared by the tax or accounting team.
• Confirm requested documents or information are actually missing before contacting the client.
• Contact clients regarding outstanding documents, unanswered questions, signatures, approvals, and other required action items.
• Follow up consistently until each item is resolved.
• Track every request, response, follow-up date, and current status in the firm’s systems.
• Escalate unresponsive clients or time-sensitive issues before they affect deadlines.
• Avoid requesting documents or information the client has already provided.

Client Communication

• Serve as the primary point of contact for clients regarding outstanding items.
• Clearly explain what is needed, why it is needed, and when it is due.
• Send concise, professional, easy-to-understand follow-up messages.
• Respond promptly to client questions related to document requests and next steps.
• Maintain a helpful but persistent approach when multiple follow-ups are required.
• Ensure clients understand their remaining responsibilities.

Document Review and Organization

• Review submitted documents to confirm that the requested item was received.
• Identify incomplete, unreadable, incorrect, or missing documents.
• Upload, categorize, and organize files in the appropriate client folder or system.
• Update open-item lists immediately when documents or responses are received.
• Confirm that resolved items are properly closed before work is returned to the tax or accounting team.

Internal Coordination

• Coordinate with tax preparers, reviewers, bookkeepers, and other team members regarding unresolved items.
• Request clarification from internal team members when a request is unclear or appears duplicative.
• Provide clear status updates for clients with outstanding items.
• Notify the appropriate team member when all requested information has been received.
• Escalate technical tax or accounting questions rather than answering independently.

Deadline Management

• Monitor due dates associated with open requests.
• Prioritize follow-ups based on filing deadlines, internal deadlines, and engagement urgency.
• Follow up before outstanding items become urgent.
• Maintain accurate tracking so the team has visibility into delayed or unresponsive clients.
• Ensure no engagement is delayed without documented follow-up and escalation.

Requirements

• Bachelor’s degree or equivalent experience in Accounting, Tax, Bookkeeping, Finance, or a related field.
• Required: Previous experience supporting U.S. tax preparation or tax operations in a CPA firm or tax practice; or similar industry with confidential documentation (banking, finance, accounting, law).
• Strong familiarity with the U.S. tax return preparation process for both individual and business tax engagements (preferred).
• Strong familiarity with the following U.S. tax forms (strongly preferred):
  • Form 1040 – U.S. Individual Income Tax Return
  • Schedule A – Itemized Deductions
  • Schedule B – Interest and Ordinary Dividends
  • Schedule C – Profit or Loss from Business
  • Schedule D – Capital Gains and Losses
  • Schedule E – Supplemental Income and Loss
  • Form 4562 – Depreciation and Amortization
  • Form 4797 – Sales of Business Property
  • Form 8582 – Passive Activity Loss Limitations
  • Form 8829 – Business Use of Home
  • Form 8949 – Sales and Other Dispositions of Capital Assets
  • Form 8995 / Form 8995-A – Qualified Business Income (QBI) Deduction
  • Form 1120 – U.S. Corporation Income Tax Return
  • Form 1120-S – U.S. Income Tax Return for an S Corporation
  • Form 1065 – U.S. Return of Partnership Income
  • Form 1041 – U.S. Income Tax Return for Estates and Trusts
  • Form 941 – Employer’s Quarterly Federal Tax Return
  • Form 940 – Employer’s Annual Federal Unemployment (FUTA) Tax Return
  • Forms W-2 and W-3
  • Forms 1099-NEC, 1099-MISC, and 1099-INT
  • Form 1096 – Annual Summary and Transmittal of U.S. Information Returns
• Ability to identify missing tax documents and proactively follow up on open items with clients and internal team members until resolved.
• Excellent written communication skills; ability to communicate professionally and clearly with clients.
• Strong organizational, project management, and time management skills.
• High attention to detail with a commitment to accuracy and quality.
• Ability to manage multiple deadlines in a fast-paced, deadline-driven environment.
• Comfort using cloud-based tax software, document management systems, and project management tools.
• Self-motivated and proactive; able to work independently while collaborating effectively with a remote team.
• Available to work full-time during U.S. business hours (9:00 AM CST – 6:00 PM CST).
• Ability to work additional hours during tax season, including weekends, as needed to meet client and firm deadlines.
• Please submit a cover letter with the title of the most recent long form video from Jasmine DiLucci's YouTube channel to show attention to detail.

Compensation & Benefits

• Compensation: $6/hour (USD)

Location

• Remote — Philippines

Schedule

• Full-Time: 40+ hours per week (9am – 6pm US CST)
• During tax season, additional hours and weekend availability will be required as needed to meet client and firm deadlines.