Office Coordinator

Description

Position Summary

This role supports the office administrator by managing workflow, coordinating client deliverables, maintaining records, and ensuring timely administrative processes. Strong attention to detail, organizational skills, and multitasking in a fast-paced environment are essential.

FLSA Status: Nonexempt

Requirements

Major Duties and Responsibilities

• Coordinate tax return processing, tracking, and delivery to clients, ensuring timely completion and client satisfaction.
• Maintain and update tracking systems, checklists, and filing logs.
• Prepare engagement letters, tax organizers, e-file authorization forms, and assemble tax return packages.
• Review tax documents for completeness and accuracy prior to delivery.
• Monitor e-filing status and resolve rejections or other submission issues in collaboration with tax staff.
• Schedule and confirm tax appointments and meetings with clients.
• Act as liaison between clients and staff, ensuring prompt and professional communication.
• Scan, file, and organize client documents in document management systems.
• Assist with the preparation and mailing of extensions.
• Support tax team during peak seasons with extended hours, if needed.
• Assist with billing and invoice processing.
• May supervise seasonal administrative staff.
• Perform other administrative duties as assigned.

Desired Skills, Abilities and Characteristics

• Ability to maintain confidentiality of firm and client information, and use discretion in all business matters
• Effectively communicate through verbal and written means
• Client service oriented
• Ability to demonstrate confidence and good judgment to ensure sound business operation decisions
• Must be very personable, having a high level of people skills and interpersonal skills to handle client relations, as well as sensitive and confidential situations, and interaction and communication with individuals at all levels of the organization
• Must portray an image of professionalism, poise, tact and diplomacy, maturity, enthusiasm, dedication and commitment
• Proficient in Microsoft Office, Outlook, Teams, Zoom and other administrative software. Accounting software experience a plus.
• Excellent organizational skills and attention to detail.
• Ability to work under stress, in a high pace environment, which includes deadlines.

Working Environment

AdamsBrown, LLC promotes a flexible work environment with a deep commitment to technology and modern work arrangements. Our offices are open from 8:00 a.m. – 5:00 p.m. Monday through Friday through tax season and close at noon on Fridays outside of tax season. We are closed on major holidays, offer substantial paid-time-off, a comprehensive benefit package, competitive pay structure, and a culture of growth, clarity, and respect.

AdamsBrown, LLC. is an Equal Opportunity Employer.