What are the responsibilities and job description for the Office Administrator / Tax Coordinator position at Qualtrix Consulting?
Job Title: Office Administrator / Tax Coordinator
📍 Location: Schaumburg, IL (Onsite – 5 Days/Week)
💰 Pay Rate: $24/hour
🕒 Working Hours: Monday – Friday, 9:00 AM – 5:00 PM
Job Summary
We are seeking a detail-oriented and proactive Office Administrator / Tax Coordinator to manage daily office operations while supporting tax, accounting, and administrative workflows. This role plays a key part in ensuring seamless client service from onboarding through tax filing, billing, and compliance, while also assisting with HR and vendor coordination.
Key Responsibilities
Coordinate tax and bookkeeping workflows from client onboarding through filing, billing, and delivery
Track tax deadlines, corporate filings, and compliance schedules (monthly, quarterly, annual)
Act as the primary point of contact between clients, staff, vendors, and management
Manage employee assignments, workloads, and workflow progress
Communicate with clients regarding document requests, updates, and inquiries
Send reminders for tax filings, missing documents, and compliance deadlines
Process invoices, monitor accounts receivable, and ensure timely billing and payments
Maintain vendor relationships and coordinate office purchases/services
Assist with business setup (EIN applications, state registrations, entity formation)
File annual reports, amendments, renewals, and corporate filings
Support tax/accounting teams with financial records and audit documentation
Assist with recruitment: job postings, resume screening, interview scheduling, onboarding
Maintain office policies and ensure compliance with internal standards
Coordinate meetings, prepare agendas, and document minutes
Maintain and update client databases, records, and documentation systems
Required Skills & Qualifications
Strong organizational and multitasking abilities
Excellent communication and client management skills
Experience in administrative, tax, accounting, or coordination roles preferred
Knowledge of tax processes, bookkeeping, or corporate filings is a plus
Proficiency in MS Office (Excel, Word, Outlook)
High attention to detail and ability to maintain confidentiality
Strong problem-solving and critical thinking skills
Salary : $24 - $28