Administrative Coordinator - Advisory & Tax Dept

Job Summary

Provides a broad range of administrative and tactical support for the Advisory and Tax department including administration of projects, assists in the execution of client management, quality control, and job workflow.

• Engagement letters: create client lists, mail merge, send via Docu Sign, and follow up on signatures.
• Consent form management (7216 Marketing, 7216 RFG, 3rd party release forms, offshore).
• New client setup and closing out clients in systems (GFR, Axcess, Tax Caddy, Suralink).
• Manage Tax Caddy tasks (document sorting, user setup, sending requests).
• Manage client communication regarding estimates, extensions, and notices (mail/email clients and certified mailing).
• Initiate and maintain effective communication with clients, ensuring timely flow of data, reminders for meetings, deadlines, and deliverables.
• Coordinate tax return processing events such as creating organizers, sending estimate reminders, and communicating extension filing deadlines.
• Foster positive relationships with clients and associates by addressing inquiries and concerns promptly.
• Ensure accurate filing of extensions and estimates to GFR.
• Oversee e‑file status, handle rejections, and manage Power of Attorney processing.
• Facilitate and coordinate Federal/State notices and responses, ensuring timeliness and correctness.
• Maintain tracking for 1099 processing and PPT tax returns.
• Create and compare reports for tax returns and batch management (1040, 1065, 1120S, etc.).
• Track and manage tax return processes (paper, Safe Send, SFT), and monitor due dates and workflows in GFR.
• Oversee batch extension processing, organizer creation and delivery (both PDF and physical).
• Assist with CCH Scanning and Auto Flow.

• Proficient in Microsoft Office suite, including Outlook, Excel, and tax‑specific software for project management and scheduling.
• Articulate in speech; communicates in a clear, fact‑based manner.
• Ask concise, targeted questions to fulfill objectives and task completion.
• Ensure associates and supervisors are informed of progress and significant project developments.
• Handle communications and information professionally, addressing issues that require discretion or confidentiality.
• Prioritize work and manage time to meet timelines and firm expectations.
• Demonstrate critical thinking, sound judgment, and ethical behavior in accordance with professional standards.
• Demonstrate strong attention to detail, proactively seek opportunities to learn, and consistently bring innovative ideas to the table.
• Demonstrate professional image, maturity, self‑confidence, and a positive attitude.

Associate's degree, paralegal, and/or equivalent work experience.

Benefits focused on physical and mental health, paid time off for volunteering and diversity‑related activities, flexible work arrangements, and more.

Rehmann is an Equal Opportunity Employer.