About the Role
Liguori Accounting is looking for a highly organized, detail-oriented Firm Operations & Tax Administrator to join our growing accounting firm.
This is not a traditional administrative assistant position. We are looking for someone who enjoys creating order, improving processes, using technology, communicating with clients, and making sure things get all the way across the finish line.
A primary responsibility of this role will be owning the administrative and operational side of our tax process, from initial information gathering through filing and final delivery. You will work closely with our tax team to monitor workflows, follow up on outstanding items, keep deadlines on track, and make sure nothing falls through the cracks.
We are looking for someone who can learn our processes, take ownership of them, and ultimately operate with limited oversight. Within your first 60-90 days, our goal is for you to be independently managing the day-to-day operations of our tax process.
Just as importantly, we don't want someone who simply follows a checklist. We want someone who asks questions, identifies inefficiencies, embraces technology, and looks for better ways of doing things.
Key Responsibilities
Tax Operations & Workflow
- Own the administrative and operational side of our tax workflow from initial information gathering through filing and final delivery
- Monitor the status of tax returns and ensure they continue moving through each stage of the process
- Track outstanding client information and proactively follow up with clients
- Follow up with internal team members when items require action or have stalled
- Coordinate electronic signatures and e-file authorization forms
- Manage administrative aspects of tax return assembly, processing, filing, and delivery
- Monitor tax deadlines and outstanding items
- Identify bottlenecks before they become problems and work with the tax team to resolve them
- Keep the tax team organized and aware of outstanding information, deadlines, and workflow issues
- Support the tax team with other administrative and operational needs throughout the year
Process Improvement & Technology
- Develop a strong understanding of our existing processes and look for opportunities to improve them
- Identify repetitive or inefficient processes that could be simplified or automated
- Be willing to challenge the way something has historically been done and suggest a better approach
- Be curious about technology and comfortable learning and experimenting with new software and automation
- Help document, improve, and maintain workflows, checklists, and standard operating procedures
- Think critically about why a process works the way it does rather than simply following instructions
- Help us continue building a more efficient and scalable firm
Client Communication & Onboarding
- Assist with information gathering and onboarding for new clients, particularly new tax clients
- Communicate with clients regarding missing documents, signatures, outstanding information, deadlines, and next steps
- Provide clear and professional communication by both email and phone
- Follow up consistently when information or action is required from a client
- Answer incoming phone calls and route technical requests to the appropriate team member
- Help make sure clients know what we need from them and what to expect next
Firm Administration
- Assist with engagement letters, billing, and related administrative processes
- Monitor recurring administrative workflows and follow up on outstanding items
- Maintain accurate and organized client records
- Assist with scheduling as needed
- Help coordinate client onboarding and offboarding
- Assist with other firm-wide administrative and operational projects as needed
What We're Looking For
Ownership & Follow-Through
You don't just complete individual tasks. You take ownership of the outcome. If something is outstanding, you follow up and continue tracking it until it is complete.
Exceptional Organization
You're comfortable managing many open items, clients, deadlines, and priorities simultaneously without letting things fall through the cracks.
Attention to Detail
You naturally notice when something is missing, inconsistent, incomplete, or hasn't been handled correctly.
Process-Oriented Thinking
You enjoy bringing structure to processes and figuring out how they could work better. You're willing to ask questions and make suggestions rather than assuming the existing process is the best process.
Technology Mindset
You're comfortable learning new technology and actively look for opportunities to use technology and automation to work more efficiently.
Strong Communication
You're a professional and confident communicator, both verbally and in writing. You're comfortable reaching out to clients and team members and following up when something needs to get done.
Independence
Once you understand the desired outcome and process, you can manage your responsibilities without requiring constant oversight.
Prioritization
You can look at multiple competing priorities, determine what matters most, and take action accordingly.
Qualifications
- 3+ years of experience in administration, operations, project coordination, client service, or a similar role
- Excellent written and verbal communication skills
- Strong organizational and time-management skills
- Strong attention to detail
- Comfortable working independently in a remote environment
- Comfortable learning and working across multiple technology platforms
- Experience managing processes with multiple stakeholders and deadlines
- Experience in a CPA firm, accounting firm, tax practice, financial services firm, law firm, or other deadline-driven professional services environment is preferred but not required
- Previous accounting or tax experience is helpful but not required
What Success Looks Like
Within your first 60-90 days, we want you to understand our tax workflow well enough to take meaningful ownership of its day-to-day operation.
Success in this position means that:
- Tax projects are consistently moving forward
- Outstanding items are being followed up on without someone having to ask
- Clients receive timely and professional communication
- Deadlines and bottlenecks are identified early
- Administrative details are handled accurately
- Our professional team can focus more of their time on accounting and tax work
- You're identifying opportunities to make our processes better, not simply maintaining them
Ultimately, we want this person to become someone the team trusts to keep the operational side of the firm moving forward.
About Liguori Accounting
Liguori Accounting is a growing accounting and advisory firm focused on providing high-quality accounting, tax, and advisory services to our clients. We value responsiveness, accuracy, continual improvement, and using technology to create a better experience for both our clients and our team.
We are building a modern accounting firm and are looking for someone who wants to play an important role in helping us continue to improve how we operate.