Document Specialist

Job Description

Job Description

At Aardvark Tax Advisors, the client comes first. We’re a full-service tax, accounting, and advisory firm serving small businesses and entrepreneurs. Our people are uniquely enabled to spend more of their time understanding clients, solving complex problems, and building lasting relationships.

Technology helps make that possible. As the accounting and client services practice of Cynch AI, we use proprietary AI to reduce routine tasks and free up time for higher-value client work. Our tools support the work. Our people remain accountable for the outcome.

We’re building an expanding practice with clear paths for career advancement. We're a fast-growing practice with clear paths for advancement. We grow organically and through strategic acquisitions, and as we grow so does our team's scope of responsibility. Each level has defined expectations and advancement criteria, with performance-based opportunities for greater responsibility and equity over time.

We're looking for a Document Specialist to review, organize, and confirm the accuracy of every client document that moves through the practice. That means meticulously reviewing documents to confirm they are accurate, properly formatted, and accessible to Client Success team members and Tax Preparers, and treating document accuracy as the foundation the whole engagement process stands on.

Document Handling

• Triage documents received from clients (physical and via portal) and sort by document type.
• Review and proofread documents for accuracy and completeness.
• Scan documents into Aardvark systems.
• Review and process Intake documents for assigned tickets in a timely manner, moving them through the Intake Pipeline so they're ready for Preparers.
• Ensure client documents comply with legal and regulatory standards, especially regarding privacy and data protection.
• Conduct drawer audits to determine what source documents are onsite. As needed, send source documents back to clients for completed returns.

Client Communications

• Collaborate with Client Success and Tax teams to gather information needed to create or update documents.
• Communicate with clients about any outstanding required documents in a professional manner and maintain confidentiality.
• Support Client Advocates and prepare/assemble client tax packages as assigned.

Office Support and Reception

• Provide backup for the Front Desk Administrative Assistant.
• Support Client Advocates as needed
• Monitor inventory levels for packaging supplies and inform the Client Success Leader when additional supplies are needed.
• May provide training for seasonal/temporary Scanners as directed.

Requirements

Experience & Education

• High school diploma or significant professional experience. Associate or Bachelor's degree in Business Administration, Accounting, or a related field is a plus.
• 3+ years of experience in a fast-paced office or academic environment, or 1-2 years' experience in an accounting/tax practice (including peak season).
• Basic understanding of accounting principles and tax processes is a plus.

Technical Skills

• Strong proficiency with Microsoft Office Suite (Copilot, Word, Excel, Outlook) and experience with CRM applications (Salesforce, HubSpot).
• Familiarity with accounting/tax software (e.g., CCH, QuickBooks, Xero, UltraTax, or similar) preferred.

Professional Skills

• Ability to manage sensitive and confidential client information with integrity and discretion, communicating clearly with clients and internal teams.
• Excellent organizational, time management, and multitasking skills, with extreme attention to detail.

Work Environment

• Onsite role.
• 40 hours/week during peak tax season; 30-35 hours/week during off-peak season. Requires flexibility to work extended hours during peak tax season.
• Fast-paced work environment with a focus on meeting internal and client deadlines.

California hourly range: $28 - $34/hr

Benefits

• Impact & Influence – A key role in helping to shape the future of our company and industry.
• A Culture of Collaboration – Transparency, inclusiveness, and a team where every voice matters.
• Competitive Compensation
• Comprehensive Benefits – Health, dental, vision, 401(k) with match, and more.