Tax Administrative Coordinator

Job Description

Job Description

Do you love public accounting and want to join a team that will encourage your professional growth and afford you the opportunity to work with a diverse client base? Would you appreciate being a part of a firm that truly values your efforts and contributions? Supportive, motivating, inclusive, and approachable leadership are more than words to us; at Gilbert, they are our foundation. 

Gilbert CPAs is one of the largest regional accounting firms and has been serving individuals and organizations in Sacramento and throughout California since 1984. We offer audit, tax, and consulting services to a wide variety of clients, including privately held businesses, non-profits, public entity risk pools, educational entities, governmental entities, and employee benefit plans. We’re passionate about what we do and the clients we serve. We have been recognized by the Sacramento Business Journal as an A+ Employer.

We are seeking a highly organized Tax Administrative Coordinator to support our Tax Department and oversee workflow coordination across systems. This role blends administrative support with process ownership and a heavy use and understanding of technology, ensuring tax return data flows accurately and efficiently from client intake through filing. This is an onsite role located in our Sacramento office.

The ideal candidate understands how information moves across platforms and takes responsibility for maintaining workflow visibility, data integrity, and process consistency in a deadline-driven environment.

Key Responsibilities

Workflow & Systems Coordination

• Oversee tax return workflow across systems (client portal, document management, tax software, e-file, enterprise resource planning)
• Maintain accurate, real-time status tracking across all stages
• Ensure data consistency and resolve workflow gaps
• Support system improvements and new technology adoption

Tax Department Support

• Coordinate receipt and tracking of client documents
• Assemble tax returns for review and delivery
• Process e-file authorizations (Forms 8879) and monitor filing status
• Assist with extensions, documentation, and compliance
• Communicate with clients regarding missing information and return status

Client Coordination

• Serve as a primary contact for client document submissions
• Monitor departmental email inboxes and client portals
• Assist clients with portals and e-signature tools
• Support onboarding of new tax clients

Reception Backup

• Provide front desk support as needed (calls, visitors, mail, scheduling)

Qualifications

• 2+ years administrative experience (CPA or professional services preferred)
• Familiarity with tax processes, deadlines, and workflow systems preferred
• Proficiency in Microsoft Office and Adobe Acrobat
• Experience with Enterprise Resource Planning system preferred
• Strong organizational, communication, and multitasking skills
• High attention to detail and accuracy

Benefits: Gilbert CPA provides a comprehensive benefits package including medical, dental, vision, 401K with company match, paid life insurance and long-term disability, generous paid time off, and approximately 10 days paid holiday. The firm is also pleased to provide employees with a training budget for professional development and professional licensure. EOE