Client Tax Coordinator

Job Details

Job Purpose:

The Client Tax Coordinator provides critical administrative support to internal teams, facilitating the smooth processing of client tax documentation and ensuring organizational efficiency. This role focuses on document management, coordination, and system accuracy, supporting tax preparation with excellent client service. The Coordinator assists in preparing necessary materials, maintaining records, and aiding in meeting compliance and deadlines.

Key Responsibilities:

Client Communication:

• Assist with contacting tax clients for tax-related documentation.
• Respond to all correspondence within 1 business day.
• Communicate professionally via phone and email to provide updates, gather information, and ensure prompt service.
• Write professional updates to internal teams supporting client service fulfillment.
• Support phone teams by providing administrative assistance during peak periods as needed.

Administrative Support:

• Assist in collecting and organizing tax and bookkeeping documents, organizers, and signed client statements.
• Maintain accurate and up-to-date records of client documentation in designated systems (e.g., Salesforce).
• Prepare e-file authorization forms, paper-filed instructions, and payment vouchers for delivery.
• Support the management of e-file acceptance and rejection processes by tracking statuses and providing necessary updates to the tax team.
• Assist with onboarding processes by preparing and organizing documentation for new clients.
• Assist with invoicing and collection processes related to client tax services by providing administrative support.
• Manage online scheduling requests and maintain scheduling records.
• Utilize multiple systems to track, organize, and maintain client data and progress.
• Ensure accurate documentation and filing of all signed client materials.
• Perform other administrative duties assigned by Company management to support organizational goals.

Coordination:

• Coordinate with the bookkeeping team to facilitate the timely delivery of documents needed for tax return preparation.
• Assist in interpreting financial documents and flagging items for review by senior team members.
• Support the assignment of work to internal teams as directed by supervisors.

Competencies:

Integrity

• Consistently demonstrates ethical behavior.
• Addresses minor ethical issues independently.
• Ensures confidentiality and privacy in more complex situations.
   

Accountability

• Manages own workload and meets deadlines with minimal supervision.
• Takes responsibility for the outcomes of projects.
• Proactively addresses issues and takes corrective actions.
   

Customer Focused

• Addresses customer needs independently.
• Handles more complex customer inquiries and complaints.
• Consistently seeks ways to improve customer satisfaction.
   

Time Management / Organization

• Plans and organizes own work efficiently.
• Balances multiple tasks and projects effectively.
• Uses advanced organizational tools to manage time.
   

Communication

• Communicates effectively in a variety of settings.
• Tailors messages to the audience and situation.
• Facilitates productive discussions and meetings.
   

Teamwork

• Contributes to team goals and objectives.
• Builds positive relationships with team members.
• Resolves minor conflicts within the team.
   

Self-Motivated

• Takes initiative to improve processes and outcomes.
• Manages own workload and sets personal goals.
• Pursues continuous learning and development.