Tax Operations Administrator

Job description

**This position is listed on behalf of a partner company, which manages all applications and next steps. Our partner is looking for a Tax Operations Administrator based in the United States. This is a full-time, fully remote opportunity.** Join a collaborative wealth management environment where operational excellence and exceptional client service are essential to delivering high-quality tax services. As a Tax Operations Administrator, you will help coordinate the day-to-day processes that support tax professionals, financial advisors, and clients throughout the tax preparation lifecycle. You will oversee critical administrative workflows, manage tax documentation, maintain accurate client records, and ensure that deadlines and compliance requirements are met. Working closely with multiple teams, you will help streamline processes, resolve operational issues, and create a seamless experience for everyone involved. You will also use digital tools, automation, and approved AI technologies to improve efficiency and service quality. This role is ideal for a highly organized, detail-oriented professional who enjoys solving problems, supporting a team, and contributing to continuous improvement in a fast-paced environment. ### Accountabilities - **Client and Financial Advisor Coordination:** Communicate with clients to explain tax operations procedures, obtain signed engagement letters, answer questions about tax organizers and required documentation, and follow up on outstanding information. Coordinate with financial advisors to ensure tax professionals receive complete client documentation and relevant financial information, provide timely status updates, and resolve operational concerns. - **Tax Systems and Data Management:** Set up and maintain accurate client, financial advisor, tax advisor, service, pricing, and other operational information within tax systems and software. Upload client data and documents, organize files in appropriate storage locations, and verify the accuracy and completeness of system records. - **Tax Workflow Administration:** Manage the tax operations workflow from document collection through return submission. Prepare, distribute, track, and obtain signed engagement letters and completed tax organizers; receive, scan, upload, store, and return client documents; identify missing information; collect tax forms such as 1099s; and prepare materials for tax professionals and clients. - **Tax Filing and Compliance Support:** Coordinate Form 8879 submissions and electronic filing of tax returns, update workflow statuses, track regulatory notices, and monitor requests for tax planning, projections, and consulting services. Resolve documentation and process issues raised by tax professionals while ensuring timely completion of assigned tasks. - **Process Improvement and Digital Enablement:** Support the development, implementation, and optimization of tax operations procedures and systems. Help measure operational efficiency, identify improvement opportunities, and use approved AI and digital tools to simplify workflows, improve accuracy, and enhance service delivery. Validate technology-generated outputs and escalate inaccuracies, knowledge gaps, or privacy concerns. - **Reporting, Invoicing, and Record Keeping:** Prepare standard and ad hoc operational reports, generate and send client invoices, coordinate chargebacks with the accounting team, and maintain accurate client and operational records. - **Administrative and Team Support:** Schedule appointments with tax advisors, assist with team activities and offsites, and contribute to a positive and collaborative working environment. Share knowledge, support colleagues, participate in team meetings, and help improve overall team productivity and effectiveness. ## Requirements - **Education:** A high school diploma or equivalent is required. An associate degree is preferred, and a bachelor's degree is strongly preferred. - **Relevant Experience:** At least three years of experience in tax operations administration, with an understanding of tax-related workflows, document management, client coordination, and administrative processes. - **Technical Proficiency:** Intermediate-level experience with Microsoft Excel, Adobe Acrobat, DocuSign, Salesforce, and CCH Axcess Document. Comfortable working with digital systems, managing electronic documents, maintaining accurate records, and learning new technologies. - **Organization and Attention to Detail:** Strong process orientation, accuracy, and diligence when managing client records, tax documentation, workflow statuses, invoices, and filing-related tasks. Ability to prioritize competing responsibilities, manage multiple projects simultaneously, and consistently meet deadlines. - **Communication and Client Service:** Excellent written and verbal communication skills, with the ability to interact professionally and respectfully with clients, tax advisors, financial advisors, and internal stakeholders. Strong follow-up skills and a proactive approach to resolving questions and operational issues. - **Collaboration and Problem-Solving:** A strong team-oriented mindset, positive and solution-focused attitude, and willingness to share knowledge and assist colleagues. Ability to remain calm and focused under pressure, exercise sound judgment, and contribute to continuous improvement. - **Adaptability and Work Ethic:** Highly organized, results-driven, and committed to service excellence. Must be comfortable using approved AI and digital tools, validating their outputs, protecting confidential information, and working extended hours during peak tax seasons. - **Remote Work Readiness:** Ability to work independently in a fully remote environment while maintaining effective communication, accountability, and collaboration with a distributed team. ## Benefits - **Competitive Compensation:** Expected starting base salary of **$70,000–$80,000 per year**, with compensation determined by relevant experience, qualifications, skills, and applicable market factors. - **Remote Flexibility:** Full-time remote work, offering the convenience of working from home. - **Health and Wellness:** Medical, dental, and vision insurance for eligible employees and their families, plus an employer-contributed Health Savings Account (HSA), Flexible Spending Accounts (FSA), and wellness programs. - **Retirement and Financial Security:** 401(k) retirement plan with employer matching and profit-sharing opportunities. - **Insurance Protection:** Employer-paid life and accidental death and dismemberment (AD&D) insurance, short-term and long-term disability coverage, and workers' compensation, with additional voluntary insurance options. - **Paid Time Off:** 18 days of accrued paid time off annually, increasing to 25 days after four years of service. - **Paid Holidays:** 12 paid holidays each year, including 10 scheduled holidays and two floating holidays. - **Family Benefits:** Paid parental leave and paid caregiver leave, with caregiver leave available after six months of service. - **Professional Development:** Training opportunities and reimbursement for eligible tuition, professional licenses, and other credentials after meeting applicable service requirements. - **Additional Perks:** Voluntary benefits, including pet insurance, and access to resources designed to support employee well-being and work-life balance.