Tax, Scheduling and Communications Coordinator

Job Description

Job Description

Our Mission

At Midwest Financial Partners (MFP), we help our Clients gain confidence by creating plans to protect families and businesses in the face of life-changing events, and by helping to build opportunities for future generations. In bringing experience and offering convenience, we help our Clients manage and simplify their financial lives in an increasingly complicated world.

The Role

The Tax, Communications & Scheduling Coordinator keeps the firm's Client meeting calendar accurate and carries the Client and firm correspondence that surrounds our Client experience. During the tax filing season, the role coordinates the flow of tax organizers, input of source documents into tax filing software, and facilitates signature requests between Clients and the Tax Team.

Core Responsibilities

Tax Coordination

• Coordinate and monitor the annual distribution of tax organizers and service agreements to Clients.
• Track incoming tax documents received through the Client portal, secure email, mail, and front desk drop-off.
• Review, organize, and file Client documents with accuracy and efficiency.
• Follow up with Clients on missing or unusable items, including documents submitted in file formats the firm cannot accept.
• Use tax software to help assist with data entry of tax information.
• Schedule optional in-person document organization meetings during the January through early March window and staff the calendar accordingly.
• Support the Tax Team inbox, answering or directing Client questions about status, extensions, refunds, and payments to the right team member.
• Reconcile Client tax documentation against the drafted tax documents ahead of reviewer sign-off.
• Assist with signature collection, delivery of completed returns, and post-filing follow-up items.

Scheduling and Calendar Management

• Build and maintain the advisor meeting calendar in line with the firm's scheduling expectations.
• Group out-of-office meetings by location category so that each travel day covers a single region, such as the Twin Cities, Monticello, the MN/WI border, or northwest Minnesota.
• Contact Clients weeks ahead of a scheduled meeting to confirm or reschedule within the firm's scheduling rules.
• Manage exceptions, cancellations, and travel-related conflicts, and escalate scheduling changes as required for various team members.

Client Communications

• Draft, proof, and send Client correspondence, including appointment confirmations, reminders, follow-up notes, and firm-wide email communications.
• Serve as a first point of contact by phone and email for scheduling and document requests, answering directly where possible and routing the rest to the appropriate Advisor or team.
• Maintain a consistent voice and accurate detail across all outgoing Client messages, coordinating with the Tax Team on seasonal email campaigns before they are released.
• Track responses to Client outreach and follow up on items that have not been returned for the Tax Team and the firm’s legal referrals.
• Keep Client contact information, meeting dictations, and correspondence records current in Salesforce and SharePoint.
• Maintain checklists, trackers, and shared documentation supporting the scheduling and tax workflows.
• Ability to multi-task and work in a fast-paced environment, while maintaining accuracy and confidentiality.
• Identify recurring friction in the scheduling and document-collection process and recommend improvements to the Director of Operations.
• Provide general office, facilities, and front desk support.

Qualifications

• Associate or bachelor's degree preferred.
• A valid Enrolled Agent certification is preferred but is not necessary.
• Prior exposure to a tax season cycle is an advantage.
• Two or more years of Client service experience, preferably in financial services, tax, or another professional services setting.

Work Context

The Tax, Communications & Scheduling Coordinator works in a team-based environment and communicates constantly with Clients, Advisors, and the Tax Team, by phone, email, and in person. Most days include a mix of scheduled outreach and unplanned requests.

The position is based in the St. Cloud office from 8 a.m. to 4:30 p.m. with hybrid flexibility outside of peak periods in coordination with the other team member. Workload rises sharply from January through the April filing deadline and again ahead of extension deadlines.

Compensation and Benefits

Midwest Financial Partners offers a competitive benefits package including a high-deductible health plan, dental, vision, short term disability, long term disability, Paid Family Medical Leave private coverage, HSA contributions, life insurance, tax preparation, discounted investment management, basic legal document preparation, 401(k) and ROTH 401(k) with employer safe harbor and discretionary profit-sharing contributions.  MFP Associates enjoy a generous PTO policy and 13 paid company holidays. Compensation range is $60,000 - $80,000 per year depending on experience.