Tax Operations Administrator

The Tax Operations Administrator is an organized and meticulous professional responsible for supporting the administrative and client service functions of the tax department. This role serves as a crucial point of coordination for client documentation, data management, tax return processing, engagement administration, and client communications, ensuring seamless and efficient experience for both clients and the greater tax team.

The Tax Operations Administrator maintains the integrity of client records and tax workflow systems, ensuring that all information is accurately captured, securely stored, and readily accessible. The position plays a critical role in managing engagement letters, monitoring tax return filing and delivery processes, tracking client correspondence, and supporting compliance with internal procedures and regulatory requirements.

Our ideal candidate is proactive, tech-savvy, and committed to providing exceptional client service. They possess strong organizational skills, exercise discretion when handling sensitive financial information, and thrive in a fast-paced professional services environment. Through effective collaboration, attention to detail, and a client-focused mindset, the Tax Operations Administrator helps drive operational excellence, enhance the client experience, and support the successful execution of the firm’s tax services.

Key Responsibilities:

File Organization & Maintenance

• Accurately scan, index, and organize electronic and paper client files in accordance with established company protocols
• Maintain physical client files in a secure and organized manner
• Ensure all documents are accurately labeled and stored for easy retrieval
• Collaborate with tax leadership to maintain a robust document management system to ensure efficient access and retrieval of client information

Data Entry & Verification and System Maintenance

• Accurately enter client data into tax preparation software, tax workflow software, and other relevant databases
• Conduct regular data quality checks to ensure accuracy and completeness of information
• Maintain tax workflow software alongside tax leadership to enhance client experience

Client Agreements

• Distribute client engagement letters and other relevant agreements
• Track status of client agreement signatures and follow up with clients to ensure timely completion
• Respond to client inquiries regarding agreements and related matters in a professional manner

Tax Return Filing & Delivery

• Maintain a detail-oriented approach to the filing & delivery of each tax return
• Transmit tax returns electronically to the IRS and state agencies using designated tax software and state software as applicable
• Monitor the status of e-filed returns and address any filing issues
• Ensure all tax returns are filed accurately and within established deadlines
• Coordinate delivery of completed tax returns to clients via preferred methods (mail, in-person pickup, portal)
• Ensure secure and timely delivery of sensitive client information
• Exercise high levels of discretion when handling client tax returns

Client Communication

• Respond to client inquiries regarding status of their tax returns, answer general tax-related questions (within scope of role), and direct complex inquiries to appropriate tax professionals
• Maintain positive and professional client relationships

Post-Filing Support

• Assist in gathering information for any tax notices or correspondence from the IRS or state agencies
• Provide basic support for tax professionals in addressing client tax notices and resolving any related issues

General Office Duties

• Answer and direct phone calls professionally as applicable
• Manage incoming and outgoing mail and correspondence
• Assist with office organization and maintenance

Administrative Support

• Provide general administrative support to the tax department as needed, such as data entry, report generation, and special projects

Qualifications

Required

• High School Diploma or equivalent required;
  Associate’s degree in Accounting, Business Administration, or a related field
• 5+ years of experience in an administrative or office support role
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Proficiency in CCH…