US Tax Documentation VA administrative admin

Client Document Collection
Missing Document Follow Up
File Organization
Signature Follow-Up
Workflow Status Tracking
Invoicing
Working with a team of 6 people
During tax season you will work 6-7 days per week after tax season about 20 hours per week


We are a professional tax preparation, bookkeeping, and accounting services firm serving individuals and businesses. Our firm is committed to providing accurate, efficient, and personalized service while maintaining the highest level of confidentiality and professionalism.

We are seeking a highly organized, dependable, and detail-oriented **Tax Document Coordinator** to join our team. This position plays a critical role in managing the flow of client documents and ensuring tax files are complete, properly organized, and ready for our tax preparation team.

This is an excellent opportunity for someone who enjoys organization, administrative work, client communication, and working in a fast-paced professional office environment.

## Position Summary

The Tax Document Coordinator is responsible for receiving, reviewing, organizing, tracking, and maintaining client tax documents throughout the tax preparation process.

The coordinator will work closely with tax preparers and administrative staff to ensure client files move efficiently from initial document intake through preparation, review, signature, filing, and completion.

This position requires exceptional attention to detail. The successful candidate must be comfortable handling sensitive financial information, managing multiple deadlines, and communicating professionally with clients.

## Primary Responsibilities

**Tax Document Intake & Organization**

* Receive client tax documents through our secure client portal, electronic submissions, mail, and in-person drop-offs will be scanned by the US admin for you to handle.
* Scan, download, upload, rename, classify, and organize documents according to firm procedures.
* Accurately assign documents to the appropriate client and tax year.
* Recognize and organize common tax documents, including W-2s, 1099s, 1098s, K-1s, brokerage statements, Social Security statements, pension and retirement documents, rental property information, and business income and expense records.
* Maintain accurate and organized electronic and physical client files.
* Review files for obvious missing or incomplete documentation before submitting them to the tax preparation team.

**Client File Management & Tracking**

* Maintain accurate status information for each tax return throughout the preparation process.
* Track files that are awaiting documents, ready for preparation, under preparation, awaiting client information, ready for review, awaiting signatures, or completed.
* Prepare organized client files for assignment to tax preparers.
* Compare current-year documentation with available checklists, questionnaires, and prior-year information when appropriate.
* Identify missing documents and administrative information requiring client follow-up.
* Monitor approaching tax filing deadlines and communicate priority items to management and tax preparers.
* Assist with extension-season and filing-deadline tracking.

**Client Communication**

* Communicate professionally with clients by email, telephone, and approved firm communication systems.
* Request missing tax documents and incomplete information.
* Follow up with clients regarding outstanding documents, questionnaires, signatures, invoices, and other administrative requirements.
* Assist clients with basic instructions for securely submitting documents through the firm's client portal.
* Provide appropriate administrative updates regarding the status of client files.
* Maintain professional, courteous, and confidential communication at all times.
* Refer technical tax questions and requests for tax advice to the appropriate tax professional.

**Tax Return Completion & Administrative Processing**

* Assist with preparing completed tax returns for secure client delivery and electronic signature.
* Track required signatures, authorizations, and outstanding administrative items.
* Confirm that firm procedures regarding payment and signatures have been completed before returns move to electronic filing.
* Maintain electronic filing acknowledgments and completion records.
* Organize and archive completed client files according to firm procedures.
* Assist the tax preparation team with administrative projects during peak filing periods.

## Required Qualifications

* Exceptional attention to detail and accuracy.
* Strong organizational and time-management skills.
* Ability to manage a high volume of documents and multiple client files simultaneously.
* Strong written and verbal communication skills.
* Professional and courteous client-service skills.
* Ability to maintain strict confidentiality when handling taxpayer and financial information.
* Comfortable working with computers, email, PDF documents, scanners, spreadsheets, and web-based software.
* Ability to follow established procedures and detailed instructions.
* Ability to work independently while also functioning effectively as part of a team.
* Dependable, punctual, and able to meet deadlines.
* Ability to remain organized and professional during high-volume periods.

## Preferred Qualifications

* Previous administrative experience in a tax preparation, accounting, bookkeeping, financial services, legal, or professional services office.
* Familiarity with common individual and business tax documents.
* Previous experience working with client portals or document-management systems.
* Experience handling confidential financial records.
* Basic understanding of tax preparation workflow is preferred but not required.

Training may be provided to the right candidate who demonstrates strong organizational skills, attention to detail, professionalism, and the ability to learn quickly.

## Important Scope of Position

The Tax Document Coordinator is an administrative and document-management position. Unless separately qualified and specifically authorized by the firm, this position does **not** provide tax advice to clients or make determinations regarding tax treatment.

Questions concerning deductions, credits, taxability, filing positions, tax planning, or other technical tax matters must be referred to a tax preparer or other authorized professional.

## Work Environment

This position operates in a professional, deadline-driven tax and accounting environment. January through April is our busiest period, and employees should expect a significantly higher volume of client documents, communications, and deadlines during tax season.

The successful candidate must be able to prioritize assignments, shift between multiple client files, and maintain accuracy even when working under time-sensitive conditions.

## Ideal Candidate

Our ideal candidate is someone who takes pride in keeping information organized and accurate. You notice when something is missing, mislabeled, duplicated, or placed in the wrong client file.

You understand that small administrative errors can create significant delays during tax season, and you are comfortable taking responsibility for ensuring files are complete and properly organized before they reach the tax preparer.

You are professional when communicating with clients, comfortable following up when information is missing, and understand the importance of protecting confidential financial information.

## What Success Looks Like in This Role

Success means that client files are organized, properly labeled, accurately tracked, and ready for tax preparation with minimal additional administrative work required from the tax preparer.

The Tax Document Coordinator helps keep the entire tax preparation process moving efficiently so that our tax professionals can focus on preparing and reviewing accurate tax returns while clients receive timely and professional service.


**To Apply**

Please submit your resume along with a brief description of your administrative, accounting, tax, bookkeeping, or document-management experience. Applicants should also include their general availability during tax season.