Tax Office Coordinator / Administrative Manager

Job Description

Job Description

Benefits:

• Paid time off

Benefits/Perks
Paid Time Off
Career Growth Opportunities
Annual performance-based bonus opportunity

Job Summary
We are seeking a motivated, organized, and professional Office Manager / Office Coordinator to join our tax and accounting office. In this role, you will provide administrative, clerical, and client service support to ensure the office runs smoothly and efficiently.

The ideal candidate has experience in a tax, accounting, bookkeeping, finance, or professional services office and is familiar with tax return documents, client paperwork, confidential records, and filing deadlines. This person should be detail-oriented, dependable, comfortable communicating with clients, and able to manage multiple priorities in a fast-paced environment, especially during tax season.

Responsibilities
Develop, update, and maintain office procedures
Create and maintain an organized filing system for client records, tax documents, correspondence, and office files
Greet clients and visitors in a professional, friendly manner
Answer incoming calls, take messages, and route calls to the appropriate team member
Schedule client appointments and maintain the office calendar
Assist with client intake by collecting, organizing, scanning, and tracking tax return documents
Maintain the confidentiality of client records, tax information, financial documents, and sensitive personal information
Follow up with clients regarding missing documents, signatures, completed returns, and appointment reminders
Organize meetings and take accurate notes or minutes as needed
Write emails, memos, letters, and other correspondence, and distribute them appropriately
Perform basic bookkeeping or administrative accounting tasks as needed
Assist with preparing company reports and internal office tracking
Coordinate office supplies, mail, scanning, printing, copying, and other day-to-day office operations
Address and resolve client questions or concerns professionally
Support accountants, tax preparers, and staff during tax season and other filing periods

Qualifications
High school diploma or GED required; an associate’s degree, administrative training, or related office experience preferred
Previous experience as an Office Manager, Office Coordinator, Administrative Assistant, Receptionist, or similar role
Experience in a tax, accounting, bookkeeping, financial, legal, or professional services office preferred
Experience handling tax return documents, client financial records, or confidential paperwork is strongly preferred
An understanding of basic bookkeeping principles is preferred
Strong attention to detail and accuracy in handling client documents and meeting deadlines
Familiarity with standard office equipment, including printers, scanners, copiers, and fax machines
Excellent computer skills, including Microsoft Word, Outlook, and PowerPoint
Experience with document management, scanning, filing, or tax/accounting software is a plus
Highly organized with excellent time management skills and the ability to prioritize multiple tasks
Excellent written and verbal communication skills
Friendly, professional demeanor and strong client service skills
Ability to maintain confidentiality and handle sensitive information with discretion

Schedule and Availability
Extended hours are required during tax season. Candidates must be able to work overtime during peak filing periods, including evenings and weekends as needed. Availability and flexibility during tax season are essential for this role.