Overview
The Tax Operations Coordinator plays a key role in helping keep the tax team organized, responsive, and moving efficiently throughout the year.
This position is responsible for coordinating client document collection, monitoring workflow progress, assisting with tax season communications, maintaining internal tracking systems, supporting proactive client follow-up, and helping ensure deadlines stay on track.
The ideal candidate is highly organized, detail-oriented, comfortable communicating with clients, and able to manage multiple moving pieces in a fast-paced remote environment.
This role will work closely with CPAs and tax staff to improve workflow efficiency and enhance the client experience.
This is a part-time remote position with the opportunity for expanded responsibilities as the firm continues to grow.
Responsibilities
Client Communication & Follow-Up
· Follow up with clients regarding outstanding tax documents and requested information
· Send proactive status updates and reminders throughout the tax preparation process
· Monitor shared tax inboxes and route client communications appropriately
· Maintain professional, timely, and organized communication with clients
· Assist in helping clients stay on track with important deadlines
Tax Workflow Coordination
· Track tax return progress and maintain workflow visibility across the tax team
· Update internal workflow systems and status trackers
· Coordinate return routing between preparers, reviewers, and administrative steps
· Help monitor due dates, extensions, e-file statuses, and outstanding items
· Assist with engagement tracking and internal task management
Document Management
· Organize and upload tax documents into firm systems using established naming conventions
· Maintain complete and accurate digital client files
· Track received vs. missing documentation
· Assist with tax organizer distribution and document collection processes
Administrative & Team Support
· Assist with engagement letters and onboarding documentation
· Support scheduling and coordination for client meetings when needed
· Help maintain standardized processes and internal procedures
· Assist with administrative projects and operational improvements
· Potential opportunity to assist with light tax preparation or data entry work over time
What We're Looking For:
· A proactive self-starter who takes ownership of responsibilities
· Strong organizational and time-management skills
· Excellent communication and client service abilities
· Someone comfortable managing multiple deadlines and follow-ups simultaneously
· A dependable team member who thrives in a collaborative remote environment
· A systems-oriented individual who enjoys creating organization and efficiency
Qualifications:
· 2+ years of experience in administrative support, client services, workflow coordination, accounting support, or similar roles
· Strong attention to detail and organizational skills
· Excellent written and verbal communication skills
· Ability to work independently in a remote environment
· Comfortable communicating professionally with clients
· Experience with Microsoft Office, SharePoint, Adobe, DocuSign, or workflow systems preferred
· Experience in a CPA firm, bookkeeping, tax, financial services, or healthcare environment is a plus
· Familiarity with tax season workflows or accounting operations is beneficial but not required
Pay: $24.00 - $30.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Experience:
- Administrative Support: 2 years (Preferred)
Work Location: Remote
