Tax Operations Administrator - Remote

Tax Operations Administrator – Remote

Job Type: Full-Time
Work Arrangement: Remote
Base Salary: $70,000–$80,000 per year
Bonus: 5% annual target bonus

Position Overview

We are seeking a highly organized and detail-oriented Tax Operations Administrator to support the day-to-day operations of a professional tax services team. This role is responsible for coordinating client documentation, managing tax workflow processes, maintaining accurate records, and supporting tax professionals and financial advisory teams.

The ideal candidate has experience in tax operations administration, strong communication skills, and the ability to manage multiple priorities in a deadline-driven environment. This individual will play an important role in ensuring efficient tax operations, accurate documentation, and a positive client experience.

Key Responsibilities

Client and Advisory Team Coordination

• Communicate with clients to explain tax operations processes, obtain signed engagement letters, and respond to inquiries regarding tax organizers and required documentation.

• Coordinate with clients and financial advisory teams to collect the tax-related information needed to initiate and complete engagements.

• Follow up on missing documentation and keep clients and internal stakeholders informed of work status.

• Help resolve operational issues and maintain positive working relationships with clients, tax advisors, and financial advisors.

Tax Systems and Data Management

• Set up client profiles, advisor information, service details, pricing, and other required information in tax operations systems.

• Enter, upload, organize, and transfer client information and tax documents into the appropriate systems.

• Review system entries and documentation to ensure accuracy and completeness.

• Maintain organized electronic records and appropriate document storage.

Tax Operations and Workflow Management

• Prepare, distribute, track, and follow up on engagement letters and tax organizers.

• Manage the receipt, organization, storage, and return of client tax documents.

• Scan and upload client documentation into tax software and document management systems.

• Identify missing tax forms and supporting documents and coordinate follow-up with clients.

• Collect tax-related forms, including Forms 1099, and other documentation required for tax preparation.

• Coordinate Form 8879 submissions and electronic filing (e-filing) workflows.

• Maintain accurate workflow statuses and monitor outstanding tasks in tax operations systems.

• Prepare and organize tax organizers, tax documents, and related materials for tax advisors.

• Resolve documentation and workflow issues raised by tax advisors.

• Track regulatory notices and requests related to tax planning, projections, and consulting services.

Process Improvement

• Assist in developing, documenting, and implementing tax operations procedures.

• Help evaluate operational efficiency and identify opportunities to improve workflows and systems.

• Support continuous improvement initiatives to enhance accuracy, productivity, and service quality.

Reporting, Billing, and Record Keeping

• Prepare standard and ad hoc operational reports.

• Create and distribute client invoices, coordinate chargebacks, and work with accounting teams to resolve billing matters.

• Maintain accurate and up-to-date client and operational records.

General Administrative and Team Support

• Schedule client appointments with tax advisors.

• Assist with team meetings, activities, and offsite coordination.

• Collaborate with colleagues, share knowledge, and contribute to a positive and productive team environment.

Required Qualifications

Education

• High school diploma or equivalent required.

• Associate degree preferred.

• Bachelor's degree strongly preferred.

Experience and Technical Skills

• Minimum of3 years of tax operations administration experience.

• Experience coordinating tax documentation, client communications, administrative workflows, or tax practice operations.

• Ability to manage multiple tasks, deadlines, and projects simultaneously.

• Strong written and verbal communication skills.

• Intermediate-level proficiency with Microsoft Excel, Adobe Acrobat, DocuSign, Salesforce, and CCH Axcess Document.

Personal Attributes

• Highly organized, detail-oriented, and diligent.

• Collaborative, with a strong team-oriented approach.

• Positive, solution-focused attitude.

• Ability to remain calm and focused under pressure.

• Strong follow-through and commitment to accuracy.

• Ability to manage competing priorities while maintaining high-quality work.

• Professional and responsive approach to client and stakeholder communications.