Administrative Assistant / Tax Coordinator

We are seeking a highly organized and detail-oriented Administrative Assistant / Tax Coordinator to join our team. This hybrid role blends administrative support with client service coordination and tax return processing. The ideal candidate is proactive, tech-savvy, and able to manage multiple priorities in a fast-paced tax and accounting environment.

Key Responsibilities:

Client Onboarding & Engagements:

• Respond to initial inquiries from prospective clients
• Set up new prospects in Canopy (CRM/Portal)
• Schedule introductory calls with partners
• Send quotes post-introductory calls
• Convert prospects into clients and initiate onboarding
• Collect retainers
• Set up projects, tasks, and tags in Canopy
• Coordinate with partners on engagement letters and next steps

Tax Return Processing:

• Monitor and download tax documents uploaded by clients
• Track and update project status in internal systems
• Prepare and send completed tax returns and invoices to clients
• Manage e-file processes:
• Collect e-signatures for required forms
• Submit returns electronically, via mail, or through other required channels
• Assemble and track physical mailings of tax return packages
• Monitor and address e-file rejections by coordinating with preparers/managers
• Maintain and organize digital filing systems (Drive, etc.)

Administrative & Operational Support:

• Monitor and maintain task lists and pipelines year-round
• Draft and distribute client communications and reminder emails as directed
• Generate customized reports using:
• UltraTax
• Canopy
• Collaborate with partners to optimize software usage and workflow efficiencies
• Assist with billing, invoicing, and WIP report reconciliation
• Monitor accounts receivable daily, and follow up with clients on open invoices.
• Conduct onboarding and orientation for new hires
• Provide general administrative support:
• Answer phones
• Manage partner calendars
• Assist with scheduling and client follow-ups

Qualifications:

Required:

• Prior administrative or tax coordination experience, ideally in a CPA or accounting firm
• Strong written and verbal communication skills
• Excellent organizational skills and attention to detail
• Proficiency with office software and cloud platforms (G-Suite, Microsoft Office, etc.)
• Comfortable learning and navigating tax and client management software (Canopy, UltraTax, and Quickbooks)

Preferred:

• Familiarity with tax filing procedures and IRS requirements
• Experience using UltraTax, Canopy, or similar systems
• Background in client onboarding or CRM coordination
• Prior experience working directly with firm partners or tax managers

Key Skills & Attributes:

• Client-focused and professional demeanor
• Ability to prioritize and meet deadlines
• Self-motivated with strong problem-solving skills
• Comfortable working both independently and collaboratively

Job Types: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Paid time off
• Professional development assistance

Schedule:

• Monday to Friday

Ability to Commute:

• New York, NY 10017 (Required)

Ability to Relocate:

• New York, NY 10017: Relocate before starting work (Required)

Work Location: New York, NY 10017

Job Type: Full-time

Pay: $25.00 - $30.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan

Experience:

• Administration: 3 years (Required)
• Tax Administration: 3 years (Preferred)

Location:

• New York, NY 10017 (Required)

Work Location: In person

Salary : $25 - $30