Tax Operations Associate

Location: Remote (Philippines)
Schedule: Full-Time (40+ hours per week, depending on business needs)
Working Hours: U.S. Central Time (CST)

Job Description

Role Overview
If you enjoy creating efficient systems, keeping projects moving, and ensuring every tax engagement is delivered accurately and on time, our Tax Operations Associate role is for you.
DiLucci CPA Firm has been serving business owners and real estate investors since 2005. For nearly two decades, we've built a reputation for doing tax differently—by going deeper than compliance, telling clients the truth, and using the tax code strategically to protect and grow their wealth. Our mission is simple: help clients keep more of what they earn while giving them clarity, confidence, and a long-term plan. We value enjoying what we do (what we call Fun Tax Energy), moving with speed, and operating independently with a focus on the outcome.

As our Tax Operations Associate, you will support the day-to-day operations of the tax team by staying client focused on follow up regarding tax and accounting open items. You'll play a key role in creating operational excellence while allowing our tax professionals to focus on delivering exceptional client service.

This is a fast-paced, detail-oriented role for someone who enjoys ownership, problem-solving, and making sure nothing falls through the cracks.

Key Responsibilities

Open Items Follow Up
Review open-item requests prepared by the tax or accounting team.
Confirm that requested documents or information are actually missing before contacting the client.
Contact clients regarding outstanding documents, unanswered questions, signatures, approvals, and other required action items.
Follow up consistently until each item is resolved.
Track every request, response, follow-up date, and current status in the firm’s systems.
Escalate unresponsive clients or time-sensitive issues before they affect deadlines.
Avoid requesting documents or information that the client has already provided.

Client Communication
Serve as the primary point of contact for clients regarding outstanding items.
Clearly explain what is needed, why it is needed, and when it is due.
Send concise, professional, and easy-to-understand follow-up messages.
Respond promptly to client questions related to document requests and next steps.
Maintain a helpful but persistent approach when multiple follow-ups are required.
Ensure clients always understand their remaining responsibilities.

Document Review and Organization
Review submitted documents to confirm that the requested item was received.
Identify incomplete, unreadable, incorrect, or missing documents.
Upload, categorize, and organize files in the appropriate client folder or system.
Update open-item lists immediately when documents or responses are received.
Confirm that resolved items are properly closed before work is returned to the tax or accounting team.

Internal Coordination
Communicate with tax preparers, reviewers, bookkeepers, and other team members regarding unresolved items.
Ask internal team members for clarification when a request is unclear or appears duplicative.
Provide clear status updates on clients with outstanding items.
Notify the appropriate team member when all requested information has been received.
Escalate technical tax or accounting questions rather than attempting to answer them independently.

Deadline Management
Monitor due dates associated with open requests.
Prioritize follow-ups based on filing deadlines, internal deadlines, and engagement urgency.
Follow up before outstanding items become urgent.
Maintain accurate tracking so the team has visibility into delayed or unresponsive clients.
Ensure no engagement is delayed without documented follow-up and escalation.

Role Expectations
Open-item requests are accurate and do not duplicate information already provided.
Clients receive timely, clear, and professional follow-up.
Outstanding items are followed through to completion rather than simply requested once.
Client responses and documents are accurately tracked and organized.
Unresponsive clients are escalated early.
The tax and accounting teams can quickly see what is missing and what has been received.
No engagement falls behind because an open item was forgotten or not followed up on.

Requirements
Bachelor's degree or equivalent experience in Accounting, Tax, Bookkeeping, Finance, or a related field
Required: Previous experience supporting U.S. tax preparation or tax operations in a CPA firm or tax practice
Strong understanding of the U.S. tax return preparation process for both individual and business tax engagements
Familiarity with the following U.S. tax forms is strongly preferred:

Individual Tax Forms
Form 1040 – U.S. Individual Income Tax Return
Schedule A – Itemized Deductions
Schedule B – Interest and Ordinary Dividends
Schedule C – Profit or Loss from Business
Schedule D – Capital Gains and Losses
Schedule E – Supplemental Income and Loss
Form 4562 – Depreciation and Amortization
Form 4797 – Sales of Business Property
Form 8582 – Passive Activity Loss Limitations
Form 8829 – Business Use of Home
Form 8949 – Sales and Other Dispositions of Capital Assets
Form 8995 / Form 8995-A – Qualified Business Income (QBI) Deduction

Business Tax Forms
Form 1120 – U.S. Corporation Income Tax Return
Form 1120-S – U.S. Income Tax Return for an S Corporation
Form 1065 – U.S. Return of Partnership Income
Form 1041 – U.S. Income Tax Return for Estates and Trusts
Form 941 – Employer's Quarterly Federal Tax Return
Form 940 – Employer's Annual Federal Unemployment (FUTA) Tax Return
Forms W-2 and W-3
Forms 1099-NEC, 1099-MISC, and 1099-INT
Form 1096 – Annual Summary and Transmittal of U.S. Information Returns

Ability to identify missing tax documents and proactively follow up on open items with clients and internal team members until resolved
Excellent written communication skills, with the ability to communicate professionally and clearly with clients
Strong organizational, project management, and time management skills
High attention to detail with a commitment to accuracy and quality
Ability to manage multiple deadlines in a fast-paced, deadline-driven environment
Comfortable using cloud-based tax software, document management systems, and project management tools
Self-motivated, proactive, and able to work independently while collaborating effectively with a remote team
Available to work full-time during U.S. business hours (9:00 AM CST – 6:00 PM CST)

Our Core Values
1. Bring Fun Tax Energy
We're genuinely obsessed with tax — the rules, the strategy, the wins for clients — and that obsession is contagious. We show up with real energy, take pride in the work, and make the experience good for each other and for the client. A great attitude isn't soft; it makes the work better and the people around us better.

2. Speed Drives Results
We love to win, and winning means getting it done. Immediately. We learn fast, adapt fast, and move — because knowing the answer isn't the job, acting on it is. Momentum compounds: the faster we turn knowledge into action, the better the outcome for the client and the firm.

3. Own the Outcome
The result is yours, full stop. We don't love excuses, even if they are real — we love getting results. We don't hand off problems, we solve them. We follow through on what we said we'd do, and when something's in the way, we do what it takes to get it done. No "not my job."

In your cover letter, please include a link to your resume and answer the following questions:
Do you have a bachelor's degree (or equivalent experience) in Accounting, Tax, Bookkeeping, Finance, or a related field?
Do you have previous experience supporting U.S. tax preparation or tax operations at a U.S. CPA firm or tax practice?