Tax & Accounting Coordinator

Job Description

Job Description

About Gatewood Wealth Solutions / Gatewood Tax & Accounting

At Gatewood, we’re more than accountants — we are trusted partners helping families and business owners build, enjoy, and preserve wealth with purpose. We recently launched Gatewood Tax & Accounting to better integrate tax preparation, compliance, accounting, and CFO-level support into our holistic wealth services.

The Tax & Accounting Coordinator is the central operational hub of our practice — orchestrating client workflows, coordinating between our tax and accounting teams, and making sure the right work moves through the firm at the right time. This is not a preparer role. It’s a coordinator role that keeps our clients feeling well-served and our teams working in sync.

This is a role for someone who is highly organized, communicates clearly, and takes pride in making things run smoothly for others. If you thrive on juggling deadlines, tracking down documents, and being the person clients call when they don’t know who to call — this seat is for you.

This role connects multiple teams. Success requires someone who can comfortably communicate with tax professionals, accountants, wealth advisors, and clients, ensuring everyone has the information they need to move work forward.

During tax season, priorities change quickly, deadlines are firm, and client communication increases significantly. The right person enjoys working in a fast-paced environment, stays organized under pressure, and takes pride in helping the team deliver exceptional service during our busiest months.

This position requires working from our St. Louis, MO office at least three days per week.

Please apply only if you currently live within commuting distance of our office. Relocation assistance is not available.

Key Responsibilities

Client Coordination (~40%)

• Serve as the primary point of contact for clients throughout the tax and accounting engagement. You'll spend a significant portion of your day proactively communicating with clients by phone and email, managing expectations, answering questions, and ensuring an exceptional client experience.
• Manage the client document collection process: send requests, track outstanding items, follow up until items are received.
• Coordinate meetings and phone calls between clients and our tax and accounting teams.
• Prepare and manage engagement letters for new and returning clients.
• Handle client onboarding logistics — forms, welcome materials, initial data collection, hand-off to the tax or accounting team.

Cross-Practice Workflow (~30%)

• Coordinate the handoff between accounting and tax teams for shared clients — making sure accounting is complete before tax prep begins, and that tax questions get answered by the right person.
• Track client status across both practices: what work is open, what is waiting on the client, what is waiting on internal review.
• Facilitate weekly workflow meetings between the tax and accounting teams.
• Maintain the practice-wide return status dashboard and workflow tracker.
• Escalate blockers to the Director of Accounting or Director of Tax as needed.

Administrative & Deadline Management (~20%)

• Track filing deadlines for individual returns, business returns, quarterly estimates, and extensions across the client base.
• Manage the extension filing process: identifying returns that need extensions, preparing extension paperwork, sending confirmations to clients.
• Support tax software administration in UltraTax and Onvio — client setup, workflow assignments, e-file tracking.
• Coordinate quarterly estimated payment reminders and confirmations.
• Support fee tracking, engagement letter administration, and time entry oversight.

Technical Support (~10%)

• Assist with basic data entry, document preparation, and organizing client files.
• Support tax preparers and accounting staff with administrative aspects of return prep.
• Grow into additional technical responsibilities over time as interests and firm needs align.

Requirements

• 1–3+ years of experience at a public accounting firm — in any capacity (tax coordinator, tax season admin, accounting coordinator, client services, or junior staff role in either practice). You do not need to have done both tax and accounting.
• Highly organized with strong process discipline — you enjoy building systems, tracking details, and hitting deadlines.
• Strong written and verbal communication skills — you’re comfortable emailing and calling clients directly.
• Comfortable managing multiple concurrent priorities without losing track of any of them.
• Proficiency with Microsoft Office suite (Outlook, Excel, Word).
• Professional, warm demeanor — you see clients as people, not tasks.

Preferred (Bonus) Qualifications

• Experience with tax preparation software (UltraTax, Onvio, ProSystem, or comparable).
• QuickBooks Online familiarity.
• Experience coordinating workflows and deadlines in a professional services firm.
• Familiarity with the closely-held business client profile.
• Bachelor’s degree in business, accounting, communications, or related field.
• Interest in growing into a more technical role over time.

Benefits

Gatewood offers a competitive salary with both individual and team-based incentive compensation, as well as a competitive benefits package. Gatewood pays 100% of a team member’s health insurance, life insurance, short and long-term disability insurance, and offers a partially funded HSA option. Additional benefits include a company match 401(k) plan, education reimbursement, voluntary dental, and vision insurances. Gatewood offers 10 weeks paid maternity, paternity leave for the primary caregiver, and 3 weeks for the secondary, tenure based Paid Time Off, and part-time remote work opportunities.