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