Accountant

Full job description
Position Summary:

We are seeking a highly organized and detail-oriented Administrative Assistant / Tax Coordinator to join our team. This hybrid role blends administrative support with client service coordination and tax return processing. The ideal candidate is proactive, tech-savvy, and able to manage multiple priorities in a fast-paced tax and accounting environment.

Key Responsibilities:

Client Onboarding & Engagements:

Respond to initial inquiries from prospective clients
Set up new prospects in Canopy (CRM/Portal)
Schedule introductory calls with partners
Send quotes post-introductory calls
Convert prospects into clients and initiate onboarding
Collect retainers
Set up projects, tasks, and tags in Canopy
Coordinate with partners on engagement letters and next steps
Tax Return Processing:

Monitor and download tax documents uploaded by clients
Track and update project status in internal systems
Prepare and send completed tax returns and invoices to clients
Manage e-file processes:
Collect e-signatures for required forms
Submit returns electronically, via mail, or through other required channels
Assemble and track physical mailings of tax return packages
Monitor and address e-file rejections by coordinating with preparers/managers
Maintain and organize digital filing systems (Drive, etc.)
Administrative & Operational Support:

Monitor and maintain task lists and pipelines year-round
Draft and distribute client communications and reminder emails as directed
Generate customized reports using:
UltraTax/Axcess Tax/ATX
Canopy
Collaborate with partners to optimize software usage and workflow efficiencies
Assist with billing, invoicing, and WIP report reconciliation
Monitor accounts receivable daily, and follow up with clients on open invoices.
Conduct onboarding and orientation for new hires
Provide general administrative support:
Answer phones
Manage partner calendars
Assist with scheduling and client follow-ups
Qualifications:

Required:

Prior administrative or tax coordination experience, ideally in a CPA or accounting firm
Strong written and verbal communication skills
Excellent organizational skills and attention to detail
Proficiency with office software and cloud platforms (G-Suite, Microsoft Office, etc.)
Comfortable learning and navigating tax and client management software (Canopy, UltraTax, Axcess Tax, and ATX)
Preferred:

Familiarity with tax filing procedures and IRS requirements
Experience using UltraTax, Axcess Tax, ATX, Canopy, or similar systems
Background in client onboarding or CRM coordination
Prior experience working directly with firm partners or tax managers