Tax Administrative Coordinator

Growth Path

This position is designed to grow. As the firm modernizes its administrative operations, the Tax Administrative Coordinator will have the opportunity to take on broader responsibility across firm operations, including supervision of administrative staff, ownership of firm-wide workflow and process improvement, and participation in the firm's automation initiatives.

Summary of Position:

The Tax Administrative Coordinator serves as the central coordinator within the Tax Department, ensuring projects move efficiently from intake through first review while supporting workflow management, quality control, client communication, and cross-department coordination. This includes monitoring project statuses, managing portal notifications, tracking missing information, coordinating between departments, and ensuring projects progress through the pipeline.

Year Round Responsibilities:

Workflow Coordination and Project Movement

• Monitor project statuses - keep work moving through pipeline - intake through first review
• Conduct biweekly review of "Waiting on Info to Sort" status
• Manage project movement and reassignments, including annual reassignment projects
• Develop working knowledge of staff experience/skill sets to match work to the right in-charge
• Identify incorrect project setups, bring them to the Director's attention, and follow up with Admin and IT to confirm corrections are complete

Quality Control and Intake Support

• Perform first-pass quality control on incoming work
• Review e-sort PDFs for proper organization coming through intake
• Assist with the Client Missing Info list, driving information in and moving projects along in coordination with managers

Cross-Department Liaison

• Act as liaison between IT, Intake, and Tax, as well as OAS and Audit
• Develop a deep understanding of firm processes and how departments work together to maximize workflow and efficiency
• Capture manager meeting minutes and follow up on action items

Tax Department Administration

• Coordinate client setups and client drops
• Manage project rolling and maintain CCH templates
• Administer semi-annual independence process
• Help organize department training
• Track CPE certificates, CPE hours, and CPA license renewals

Billing Support

• Prepare bills as needed once approved, including progress bill preparation
• Prepare and distribute AR statements
• Restore QuickBooks files as needed

Seasonal Responsibilities

January Through March

• Serve as Missing Info List coordinator, including direct client outreach
• Coordinate/Monitor intern and seasonal staff assignments, hours, and project accountability.
• Acknowledge information received to clients - send updated Client Info Lists with received items filtered out
• Review dependents' return information to determine filing requirements
• Review e-sort PDFs of tax information files
• Monitor Intake, New Information Received, and Ready-for-Export queues, ensuring all items are reviewed and advanced within 48 hours.
• Mark bills paid in SafeSend - mark engagement letters manually signed at appropriate point

March and April

• Assist in processing and delivering tax extensions
• Screen calls with Admin to provide payment vouchers or previously provided estimates, give clients status updates on returns, and confirm receipt of information
• Follow up on clients who have not sent initial information

October Through December

• Help update and improve the extension process for the coming season
• Prepare engagement letters
• Prepare and distribute organizers

Minimum Qualifications

• 5 + years of administrative, paraprofessional, or workflow coordination experience, preferably in a CPA firm or professional services environment
• Strong organizational skills and ability to track many moving projects at once without letting items stall
• Comfort with technology and a willingness to learn firm systems, including CCH Axcess, SafeSend, portal tools, and workflow software
• An automation-friendly mindset: curiosity about how AI and workflow tools can improve processes rather than a preference for doing things the way they have always been done
• Professional, service-oriented communication with clients and staff
• Discretion in handling confidential client and firm information
• Self-managing work style with sound judgment on when to escalate

Reynolds + Rowella, LLP is an Equal Opportunity Employer and does not discriminate against qualified applicants with regard to race, color, religion, age, sex, national origin, disability, sexual orientation, genetics or veteran status. In addition to federal law requirements Reynolds + Rowella, LLP complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment. This job description indicates in general terms, the type and level of work performed. The duties described are not to be interpreted as being all-inclusive and management reserves the rights to add, modify, change or rescind the tasks as assigned at any time. Nothing in this position description changes the at-will employment relationship existing between the company its employees