PART-TIME Assistant Tax Coordinator

Job Description

Job Description

Description:

We are seeking a highly organized and detail-oriented Assistant Tax Coordinator to join our Tax Department. This role supports the firm’s tax professionals throughout the entire tax preparation cycle from initial client document intake to final delivery and e-filing of returns. The ideal candidate thrives in a fast-paced environment, communicates clearly and professionally, and manages multiple priorities with accuracy and efficiency. This position plays a critical role in ensuring a positive client experience and smooth departmental operations.

Key Responsibilities

Tax Processing & Workflow Support

• Provide administrative and workflow support during all phases of the tax cycle (organizer distribution, intake, processing, billing, and delivery).
• Receive, sort, organize, scan, and upload client tax documents into the firm’s tax software and network drives.
• Track receipt, progress, and status of tax returns and workpapers using firm workflow systems.
• Prepare, assemble, and deliver completed tax returns electronically or in print.
• Prepare, track, and process e-file authorizations; monitor and document IRS/state acceptance reports.
• Maintain and update client information, engagement lists, and internal databases.
• Provide support with client billing and WIP cleanup as needed.

Client Service & Communication

• Serve as a first point of contact for client inquiries related to document submission, return status, scheduling, and general questions.
• Prepare and send professional client correspondence, document requests, and engagement communications.
• Coordinate with preparers, managers, and partners to ensure timely delivery of information and returns.
• Provide exceptional service by ensuring accuracy, responsiveness, and clear communication.

Administrative Support

• Answer, route, and announce incoming calls, messages, and correspondence promptly and professionally.
• Assist with scheduling meetings and tracking deadlines for the tax team.
• Handle scanning, copying, binding, and other general administrative duties to support daily operations.
• Support client billing, project tracking, workflow updates, and administrative reporting.
• Maintain confidentiality standards and ensure compliance with firm procedures for file maintenance and record retention.

• Education: Associate’s degree in Business, Accounting, or related field required; relevant experience may be considered in lieu of formal education.
• Experience: Minimum of 2 years of administrative experience; experience in a public accounting or tax processing environment strongly preferred.
• Availability: Ability to work additional hours and Saturdays during “Tax Season” required; willingness to cover other office locations if needed.
• Technical Skills:
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word).
• Ability to operate office equipment including scanners, copiers, fax machines, and binding machines.
• Experience with tax software or workflow management tools is a plus.
• Communication: Strong verbal and written communication skills; professional client service demeanor.
• Other Skills: Exceptional time management, accuracy, attention to detail, multitasking ability, and a proactive approach to supporting both clients and professional staff.