Tax Administrator

Job Description 

We are looking for a professional and enthusiastic person who enjoys the challenge of handling multiple tasks and responsibilities. This person must be organized, detail-oriented, intrepid, analytical, and able to prioritize tasks, plus be able to work independently as well as part of a team. Responsibilities include setting up new clients in our system, tracking client documents received and disseminating documents to the tax team, preparing and filing extensions, restoring QuickBooks files, and other tasks that assist the tax staff in gathering the items necessary to prepare returns. This position will be the main contact point for tax clients in the tax department, so excellent communication skills are a must. 

Key Responsibilities: 

Client Onboarding & Data Management 

• Set up new clients in the firm’s tax system and maintain accurate, up-to-date client records.
• Track and organize client documents, ensuring timely receipt and proper dissemination to the tax preparation team.
• Manage digital and physical filing systems to maintain confidentiality and compliance standards.

Tax Department Support 

• Prepare and file client tax extensions and assist in compiling information required for tax return preparation.
• Support the tax team by restoring and maintaining QuickBooks files and verifying data accuracy.
• Coordinate with the tax staff to ensure all client information and supporting documents are complete before deadlines.

Client Communication & Relationship Management 

• Serve as the primary point of contact for tax clients, responding promptly to inquiries and requests.
• Communicate clearly and professionally with clients to gather necessary information and provide status updates.
• Build strong, professional relationships with clients, particularly nonprofit organizations.

Administrative & Project Coordination 

• Provide administrative support to tax leadership, including scheduling, project tracking, and report preparation.
• Manage multiple deadlines, prioritize tasks, and adapt to shifting workloads.
• Exercise independent judgment and initiative in solving problems and improving departmental processes.

Financial Systems & Reporting 

• Use QuickBooks (or QuickBooks Online) to manage and reconcile client financial data.
• Generate and analyze reports in Microsoft Excel to support tax preparation and review processes.
• Assist in ensuring accuracy and consistency of financial and tax data across systems.

Process Improvement & Collaboration 

• Collaborate with colleagues across departments to streamline workflows and enhance efficiency.
• Participate in internal meetings to discuss workload, deadlines, and process enhancements.
• Contribute to maintaining a positive, team-oriented work environment.

Qualifications & Requirements 

• BA and 3-5 years progressively responsible experience in administrative field
• Interest in working with nonprofit organizations
• General understanding of basic tax returns and financial statements
• Proficient in Microsoft Office with advanced Excel skills.
• Experience using QuickBooks
• Excellent oral and written communication skills
• Highly flexible and positive in nature, able to manage multiple (or shifting) timelines and priorities
• Ability to use independent judgment and initiative to solve problems and manage projects
• Experience in supporting a leadership team
• QuickBooks or QuickBooks Online certification is a plus
• Previous Tax Preparation Experience is a plus

Position can be part time to full time.