Tax Administrator

Position responsibilities:

• Develop and maintain strong rapport with clients, providing exceptional service and support. 
• Correspond with clients through written and verbal communication, and greet clients in person as needed. 
• Prepare, edit, and track engagement letters accurately and efficiently. 
• Manage calendar appointments and coordinate meetings for multiple partners. 
• Schedule and organize complex activities such as meetings, travel arrangements, conferences, and departmental events. 
• Create, revise, and design PowerPoint presentations for various purposes. 
• Utilize CRM tool (HubSpot) to manage prospects and leads efficiently. 
• Complete client setup forms for new clients and engagements. 
• Handle confidential correspondence and files with discretion. 
• Prepare expense reports and assist with invoicing and accounts receivable support. 
• Proofread and prepare correspondence including client engagement letters and response letters to IRS and various tax authorities. 
• Act as a change agent for implementing new processes within the department and guide team members accordingly. 
• Manage due date reporting to meet IRS/Tax authority deadlines. 
• Conduct data management and cleanup of projects in applications. 
• Coordinate receipt of signed e-File authorizations and follow up on missing forms required for e-filing. 
• Assist in the delivery of tax returns not handled by the centralized delivery team. 
• Generate reports using various programs and create reports in Microsoft Excel with intermediate formulas, charts, and graphs. 
• Support with processing certified mail and coordinate catering for team meetings and events. 
• Occasionally assist in front desk/receptionist rotation. 
• Scan client documents and consolidate filing. 
• Participate in standby national pool support as needed. 
• Undertake ad-hoc tasks and other unique duties as assigned to support the overall objectives of the team and supported leaders. 

Qualifications:

• High school diploma or equivalent; additional certification in office management is a plus. 
• Proven experience as an administrative assistant or relevant administrative role. 
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). 
• Familiarity with CRM tools, preferably HubSpot. 
• Strong interpersonal and communication skills, both written and verbal. 
• Exceptional organizational and time-management skills. 
• Ability to multitask and prioritize tasks effectively. 
• Discretion and confidentiality when handling sensitive information. 
• Detail-oriented with a commitment to accuracy. 
• Ability to adapt to changing priorities and work in a fast-paced environment. 

Preferred Qualifications

• Previous experience in a similar role within the financial, legal, or professional services industry. 
• Familiarity with tax-related processes and procedures.