Tax Office Administrator

Job Title: Tax Office Administrator

Department: Tax & Accounting
Reports To: CEO, COO, Director of Operations
Location: Laurel, MS
Employment Type: Full-Time

Position Overview

The Tax Office Administrator plays a vital role in ensuring smooth day-to-day operations of the tax department. This position serves as the primary liaison between clients and the firm, supporting preparers, maintaining compliance, and managing administrative functions. The ideal candidate is organized, detail-oriented, professional, and comfortable in a fast-paced environment—particularly during tax season.

Key Roles & Responsibilities

1. Client Management & Front Office Support

• Serve as the primary point of contact for client inquiries via phone, email, or in-person.
• Schedule and confirm tax appointments, consultations, and follow-up meetings.
• Collect, organize, and verify client tax documents prior to preparation.
• Maintain accurate and up-to-date client records within CRM (Canopy) or tax software (e.g., Gusto, Crosslinks, or QBO).
• Ensure strict adherence to confidentiality and IRS data privacy regulations.

2. Administrative Operations

• Manage daily office operations including mail, filing, office supplies, and correspondence to ensure smooth daily operations.
• Maintain organized digital and physical filing systems for tax returns and internal documents.
• Prepare and distribute engagement letters, invoices, and payment reminders.
• Support client onboarding by ensuring completion of intake forms and ID verification.
• Address and resolve client complaints promptly and professionally to ensure satisfaction.
• Accurately post client payments and make timely bank deposits when required.
• Receive client payments, issue invoices, and ensure accurate recordkeeping.
• Monitor and update the Accounts Receivable spreadsheet to ensure all balances are current.
• Prepare, print, and distribute refund checks or payments to clients promptly.
• Monitor incoming and outgoing faxes to ensure timely delivery and distribution

3. Tax Preparation Support

• Assist preparers by organizing and labeling tax source documents (W-2s, 1099s, K-1s, etc.).
• Enter basic client data or upload files into tax software under preparer supervision.
• Monitor workflow progress from intake through delivery to ensure timely filing.
• Assemble completed tax returns for review, client signature, and final delivery.
• Ensure all signed returns are e-filed or mailed, retaining necessary documentation.
• Check direct text messages, voicemails, and missed calls and respond promptly.

4. Billing & Financial Administration

• Create and manage invoices for tax, bookkeeping, and consulting services.
• Record client payments and reconcile daily deposits against accounting records.
• Track outstanding balances and assist with accounts receivable collections.
• Support vendor payment processing under management supervision.

5. Compliance & Quality Control

• Stay informed of key tax season deadlines and filing requirements.
• Ensure retention and documentation standards are met per IRS and firm policy.
• Support firm compliance with data security and record retention standards.
• Employee is responsible for light office cleaning and ensuring team compliance with cleanliness standards.

6. Team Coordination & Internal Communication

• Act as a liaison between preparers, reviewers, and management for task coordination.
• Maintain an updated office calendar, including filing deadlines and staff schedules.
• Assist in onboarding and training of new administrative or seasonal staff.

7. Technology & Systems Management

• Maintain and update client databases, e-filing systems, and communication tools.
• Support implementation or upgrades of CRM, workflow, and document management systems.
• Troubleshoot basic IT issues and coordinate with external tech support as needed.
• Manage secure digital storage, document backups, and system access control.

8. Seasonal Responsibilities (Tax Season)

• Manage high client volume efficiently, coordinating appointment schedules.
• Assist with tracking each return through the full preparation workflow.
• Ensure preparers receive complete client documentation before work begins.
• Support extended hours or weekend operations during peak season.

9. Professional Development & Ethics

• Maintain strict confidentiality and uphold professional ethics.
• Attend required firm meetings, training, and compliance sessions.
• Stay updated on IRS administrative changes and firm best practices.
• Deliver exceptional client service with professionalism and integrity.
• Employees are expected to maintain a professional appearance by adhering to the company business casual dress code at all times.

10. Onboarding New Clients Compliance Checklist (see John/Tricia for specific details)

• Coordinate with Internal Teams: Communicate client requirements to relevant accounting staff (e.g., tax preparers, bookkeepers, accounting assistants, accountants, & financial advisors) and ensure that all services in engagement has been completed
• Data Entry: Input client data into the firm’s accounting and client management systems for accurate record keeping.

11. Client Relationship Management

• Build Relationships: Foster positive client relationships from the outset, addressing any concerns and providing exceptional service.
• Retain Clients: Assist in retaining clients by identifying opportunities to expand services and ensuring satisfaction.
• Client Satisfaction Surveys: Conduct follow-up surveys to gauge client satisfaction and collect feedback on the client onboarding experience will work directly with the Director of Business Development and Strategy Director.

12. Problem-Solving and Client Support

• Resolve Issues: Address any issues or concerns raised by clients during the intake process, working with the appropriate teams to resolve them efficiently.
• Client Education: Provide clients with information to help them understand accounting processes and how to work effectively with the firm.

Qualifications

Education & Experience:

• Associate’s degree or higher in Business Administration, Accounting, or related field (preferred).
• 2 years of experience in an administrative or tax office environment.
• Familiarity with tax software (QBO, Crosslinks, Gusto, AccuTax) and Canopy CRM systems.

Skills & Competencies:

• Strong organizational and multitasking skills.
• Excellent written and verbal communication.
• High attention to detail and accuracy.
• Proficient in Microsoft Office Suite and digital file management.
• Ability to maintain confidentiality and meet strict deadlines.

Compensation & Benefits

• Salaried commensurate with experience.
• Benefits—e.g., health insurance, PTO, Referral Incentives.
• Seasonal bonuses or overtime opportunities during tax season.

Job Type: Full-time

Pay: $18.00 - $19.00 per hour

Benefits:

• Flexible schedule
• Health insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Work Location: In person

Salary : $18 - $19